PURPOSE: Cedar Knolls House (Bronx provides therapeutic and support services to adolescents ages 17-21 who are referred to us through ACS and the Juvenile Justice system. Our residents have experienced significant trauma, resulting in behavioral, emotional, and functional/ development issues. Kaplan House offers an extensive independent living skills program, including vocational preparation, and educational services that assists youth towards reaching independence.
POSITION OVERVIEW: The Office Secretary will be stationed in the reception area, engaging with residents, visitors, community officials, and staff to foster positive program participation. They will collaborate closely with the Office Manager to assist with program-related matters. Additionally, they will provide general secretarial and administrative support to supervisors at the departmental or divisional level, including managing statistical records, correspondence, records maintenance, typing, billing, filing, and reception duties.
KEY ESSENTIAL FUNCTIONS: General Administrative Support • Provide administrative support and assist with various tasks for one or more individuals. • Perform general clerical duties such as faxing, Xeroxing, and handling routine correspondence. • Open, sort, and distribute mail and shipments. • Order and distribute supplies. • Maintain and monitor files and records. • Provide telephone coverage and reception for the office. • Support with network access and assist with end-user computer issues. • Alternate Petty Cashier. • Perform other duties as assigned. Data Management & Entry • Enter data into various systems, including client information into Connections, My Avatar, and other relevant databases. • Enter program notices, events, and interaction notes into systems. • Maintain and update department databases. Appointment Scheduling & Follow-Up • Work with medical, clinical, and CPI departments to create and maintain an appointment calendar for youth. • Assist youth in scheduling and attending appointments, following up with staff when appointments are missed or to confirm attendance. Resident & Youth Support • Engage residents in all aspects of program participation. • Assist in maintaining and updating forms for residents. Event Planning & Coordination • Assist in planning, coordinating, setting up, and participating in events such as meetings, training, and holiday parties for residents and staff. • Maintain bulletin boards and assist with program events as assigned. Communication & Coordination • Assist youth, vendors, visitors, families, and community officials in connecting with the appropriate staff members. • Answer calls, take accurate messages, and route calls to the correct person. • Make routine community contacts, including school, medical, and police reports as needed. Other Duties • Run errands related to program needs within the community. • Support with additional tasks as assigned by management. CORE COMPETENCIES for the position include: • Basic experience with PC capabilities and strong attention to detail in record-keeping. • Strong organizational skills. • Excellent resident engagement skills. • Strong verbal and written communication skills. • Ability to work independently and collaboratively with a team. • Valid Driver's License required. EDUCATIONAL/TRAINING REQUIRED: • High School Diploma with relevant courses and experience in typing and filing. • Ability to perform a helping role EXPERIENCE REQUIRED/LANGUAGE PREFERENCE: • Clerical experience • Bilingual Preferred COMPUTER SKILLS REQUIRED: • Proficiency in Microsoft Office (Word, Excel, PowerPoint). • Familiarity with Outlook and working in a Windows environment. • Willingness and ability to learn new systems and software applications.
VISUAL AND MANUAL Dexterity: • Candidate should be able to read documents for analytical purposes such as computer information, excel spread sheets, software, computer design programs, ect.
WORK ENVIRONMENT/PHYSICAL EFFORT • Ability to assist with inventory management, including moving and storing deliveries. • Lifting required.
If you join us, you'll have these great benefits:
• Generous paid time off in addition to paid agency holidays and 15 sick days • Affordable and high-quality medical/dental/vision plans • Tuition assistance and educational loan forgiveness • Free continuing education opportunities • 403(b) retirement benefits and a pension • Flexible spending accounts for health and transportation • 24/7 Accessible Employee Assistance Program • Life and disability insurance • Diversity, equity, and inclusion working groups that are available for you to join, including Confronting Structural Racism (COR), Coalition Against Anti-Semitism (CAAS), and the LGBTQ Steering Committee
Who we are:
The Jewish Board delivers innovative, high-quality, and compassionate mental health and social services to over 45,000 New Yorkers each year. We are unique in serving everyone from infants and their families to children, teens, and adults. We are proud to employ and serve people of all religions, races, cultural backgrounds, gender expressions, and sexual orientations. We are committed to building diverse, equitable, and inclusive teams to help support our mission, and we strongly encourage candidates from historically marginalized backgrounds to apply to work with us.
More on Equal Opportunity:
We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.