Receptionist & Administrative Assistant Jobs

Receptionist & Administrative Assistant

About Red Hook Initiative (rhi)

Red Hook Initiative (RHI) is a community-based nonprofit working to improve the lives of the more than 6,500 residents of Red Hook Houses, Brooklyn's largest public housing complex. RHI believes that the social change to overcome systemic inequities begins with empowered youth, and that change in communities should come from within. In partnership with community adults, we nurture young people in Red Hook to be inspired, resilient, and healthy, and to envision themselves as co-creators of their lives, community, and society.

Youth development, community building, and community hiring are at the core of RHI's approach to strengthen Red Hook's future. Our model gives young people and residents the tools, resources, and opportunities they need to interrupt the systems and barriers that perpetuate historic inequities for the community. Residents lead the way toward a more equitable, hopeful future. Over our 20-year history, RHI's model and dedicated team have been nationally recognized for its innovative, place-based approach to social change.

RHI creates a culture of excellence with our ten core values as the foundation: community leadership, mutual respect, welcoming space, strengths-based perspective, trust, high expectations, encouragement, inspiration, holistic approach and adaptability.

THE OPPORTUNITY

The receptionist/administrative assistant is responsible for answering phones and welcoming all employees and guests to RHI. This person is the first point of contact for visitors to the center and supports them with inquiries. The receptionist/administrative assistant supports the full RHI staff, and especially the Operations team, in the daily functions of the office and has additional responsibilities at the discretion of the Office Manager and Chief Administrative Officer.

ESSENTIAL DUTIES + RESPONSIBILITIES

The responsibilities of the Receptionist & Administrative Assistant include but are not limited to:

Office Reception, Finance, And Supervisory Duties

• Distribute checks and handle confidential information
• Open the facility daily
• Maintain an orderly front office environment; provide onsite assistance for staff and visitors with general office questions
• Reconcile credit card expenses in Nexonia
• Greet clientele in person or on the telephone and relay messages and requests to appropriate staff members; manage phone system
• Support with COVID-19 safety protocols and screening form (as needed) for all guests and staff in the building, and manage registration/sign-in of all visitors
• Make copies and send faxes for residents and visitors
• Support Operations Manager with managing the facility and liaising with staff, as needed
• Oversee all RHI shipping and receiving via USPS, UPS and/or FedEx; sort and scan mail daily;
• Maintain and manage petty cash
• Assist Operations Manager with general office supply inventory. Survey supply inventories weekly and place order in Amazon cart when supplies need replenishing
• Attend and contribute to monthly operations team meetings

Administrative Duties

• Assist with restaurant reservations for meetings with the ED
• Assist with scheduling board meetings or phone calls
• Support the Executive Director with scheduling and managing calendar appointments, as relates to team or RHI-focused meetings; reserve rooms for meetings;
• Make admin purchases such as food orders for RHI-wide events and in-person board meetings; ensure that all receipts are collected and logged correctly
• Create and manage Doodle polls or other scheduling tools

May be assigned other duties and responsibilities as determined by the Chief Administrative Officer and Executive Director.

COMPETENCIES (Knowledge, Skills & Personal Attributes)

Job Knowledge/Functional Expertise

• Possesses subject matter expertise and proficiency across the major content areas of job responsibility

Teamwork + Collaboration

• Works effectively and supports colleagues to foster a positive and collaborative environment. Models commitment by adhering to the team's expectations and guidelines, fulfills team responsibilities, and demonstrates personal commitment to the team.

Adaptability + Problem Solving

• Able to adapt to changing priorities and circumstances and solve complex problems. Leverages available organizational resources to complete work timely and efficiently.

Feedback + Continuous Improvement

• Open to receiving feedback. Accepts responsibility for outcomes of one's work product, admits mistakes, and can refocus efforts when appropriate. Seeks suggestions, resources and/or coaching as needed.

Planning + Organizing

• Ability to manage multiple projects with competing deadlines and exercises superior attention to detail and organization in completing work assignments.

Communication

• Able to effectively convey and share information and ideas with diverse colleagues, audiences, and stakeholders. Listens carefully, clarifies understanding, and takes into consideration different viewpoints, opinions, and perspectives in all interactions.

Leading And Empowering Others

• Demonstrates the ability to set and communicate clear expectations. Lead with empathy and a commitment to support staff and foster trust.

Manage Performance

• Creates a positive and supportive work environment that enables employees to perform to the best of their abilities and to be successful.

Experience + Education

• 1-2 years previous administrative work, customer service or related experience
• Bilingual (English/Spanish) preferred
• Experience with Google Suite and Outlook, as well as other scheduling tools
• High School diploma or GED
• *Employment data show that women and people from underrepresented groups apply to jobs only if they think they meet 100% of the criteria. If you meet many but not all the criteria and feel you may be a good fit for the role, we encourage you to apply.

WORKING CONDITIONS (ENVIRONMENT) & PHYSICAL DEMANDS

• This job is based on-site at RHI's main program office in Red Hook, Brooklyn. The ideal candidate will either be a resident of Red Hook or one of its neighboring communities or will be within reasonable commuting distance to RHI's main program office.
• The RHI work environment is characteristic of a typical indoor office/program environment and the noise level is generally quiet to moderate. While performing the essential duties and responsibilities of the job the employee will be required to operate a computer and other office equipment.

COMMITMENT TO DEI + EQUAL EMPLOYMENT OPPORTUNITY

RHI actively engages individuals from all backgrounds and is committed to embracing diversity across all areas and aspects of the organization. We firmly believe that an atmosphere of civility and mutual respect towards individual differences and embracing an inclusive and equitable environment is indispensable to building a successful organization, contributing to a positive and meaningful employment experience for staff, and advancing the best possible outcomes for the clients served by RHI's programs. We are also committed to community hiring and supporting the job prospects of Red Hook residents.

As an equal opportunity employer, RHI is committed to providing employment opportunities to all qualified individuals and does not discriminate against any employee or applicant on the basis of race, color, national origin, religion, sex, sexual orientation, gender, gender identity and expression, disability, age, marital status, military status, veteran status, pregnancy, parental status, genetic information, or any other characteristic or basis prohibited by applicable law.

Compensation & Benefits

RHI strives to offer a competitive compensation and benefits package that reflects our core values and commitment to our employees. The salary range for this position is: $23 per hour commensurate with an employee's or candidate's competencies and experience. Additionally, RHI provides a comprehensive benefits package which includes medical, dental and vision coverage, an employee assistance program (EAP), 403b retirement plan, flexible spending accounts for out-of-pocket health, dependent and commuter expenses, life insurance and 24 PTO days and "Summer Fridays," when possible.

TO APPLY

Please log on to the RHI career portal at: [https://rhicenter.applicantpro.com/jobs/ for further instructions about how to apply for this position.

Job Posted by ApplicantPro