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Administrative Assistant

Organization Overview: Sheltering Arms strengthens the education, wellbeing, and development of high-need children, adults, and families across the New York metro area from the South Bronx to Far Rockaway. Joining our team is an opportunity to collaborate with hundreds of dedicated colleagues who represent diverse backgrounds and talents as we work together to make a measurable impact for our neighbors in need. Every role at Sheltering Arms brings with it new opportunities for advancement and development so that team members can achieve their professional goals while helping others reach for theirs.

Job Summary

The Administrative Assistant occupies a pivotal position vital to the smooth and effective running of the LSP Department. As the “anchor” of the department, the Administrative Assistant is a conduit of information and must be able to perform multiple tasks, to act independently. The Administrative Assistant must communicate effectively with all members of the department, as well as with as internal and externally from the agency. The Administrative assistant must be able to coordinate staff schedules and assure a pleasant, orderly and professional departmental environment.

Responsibilities and Duties


  • Payroll review (Administrative, Juvenile Specialists, and Consultants).
  • Petty Cash (Administrative disbursement and reconciliation of receipts, reconciliation of receipts for LSP on a weekly basis.)
  • Reconciliation of all receipts for purchases.
  • Insure proper sign-off and payment of all bills: food, telephone, utilities, rent, etc.
  • Check requisitions and receipts reconciliation.
  • Monthly breakfast/lunch accounting
  • Generate monthly Care Days and Flash Reports
  • Generate and distribute daily LSP Census


  • Management of all department communications systems
  • Manage Assistant Site Director and Clinical Director’s schedules.
  • Periodic submissions to ACS, when needed (recreation calendars, staff matrices, facility checklists, etc.)
  • Management of and accountability for Student/Family Case Records filing system.
  • Distribution of the following Sheltering Arms required forms.
  • Maintain ongoing and effective communication with Assistant Site Director or Clinical Director, particularly informing him/her of issues pertaining to departmental timeliness with regards to required paperwork.
  • Manage staff daily attendance log.
  • Ordering and distribution of department office and facility supplies
  • Represent department at larger agency events as required by the director.

Generate and maintain personnel files (including, but not limited to):

  • Maintain all pertinent information for staff and group living.
  • Staff’s personal phone and email addresses
  • Other related task that may be assigned


Qualifications and Skills

  • High School Degree require, some college experience preferred.
  • 2-3 years administrative experience in social work or related field.
  • Computer proficiency in Microsoft Word. Good clerical skills, highly organized and an effective communicator

Physical Requirements:

Must have the ability to complete all standard administrative and support tasks including but not limited to climbing up and down stairs, operation of computers/phones/fax/printer/copy machine, and the ability to lift boxes, furniture, and equipment up to 30lbs. Must be able to travel from the various locations and sites of Sheltering Arms Children and Family Services. Must have completed physical which includes tuberculosis testing


It is the policy of Sheltering Arms Children and Family Services that the Agency wholly complies with the equal treatment of all employees and applicants for employment without unlawful discrimination as to an individual’s perceived or actual race, creed, color, national origin, alienate, citizenship status, gender, gender identity, age, disability, marital status, partnership status, sexual orientation, ethnicity, religion, or veteran status in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, layoff and termination and all other terms and conditions of employment.

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