Job Description
Job Description
COMPANY OVERVIEW:
BronxWorks helps individuals and families improve their economic and social well-being. From toddlers to seniors, we feed, shelter, teach, and support our neighbors to build a stronger community. In all aspects of our work, we strive for the highest ethical and performance standards and guided by the belief that people are to be treated with dignity and respect regardless of their present situation or past experiences. We have 65 locations throughout the borough providing a variety of programs that offer assistance in the areas of family, children and youth support, educational services, elder care, homelessness, mental health, and workforce development. We are an employer of choice for anyone interested in a meaningful career in the social services field.
POSITION OVERVIEW:
The Security Assistant Specialist will be responsible for tasks such as reviewing applications for security positions’ candidates, checking references, completing hire packets, coordinating interview dates and panels, coordinating trainings, tracking and reporting the compliance trainings for security personnel, assisting with preparation of KPI reports (if need be), purchasing, and reviewing invoices for accuracy (e.g., security subcontractor).
RESPONSIBILITIES:
- Purchase office supplies and/or equipment including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the fiscal department on a timely basis.
- Review invoices for accuracy and forward to fiscal department on a timely basis.
- Perform task of Quarter Master for entire security department through uniform spread sheet.
- Maintain inventory log monthly for all items, equipment, and (security) uniforms purchased, transferred, traded in or discarded. Inventory logs are forwarded to the Security Director upon request. Maintain uniform spread sheet.
- Maintain and balance office petty cash fund by collecting expense vouchers, reimbursing staff, and reconciling and submitting vouchers to fiscal on, at a minimum, a monthly basis.
- Provide general clerical support - ordering supplies, filing, fax, scanning, word processing, photocopying.
- Maintain calendar, schedule appointments and arrange meeting rooms. Managing schedules for Security Director, VP of Safety & Operations and Operations Director if needed.
- Assist with the collection of documents for audits and submission of proposals. Deliver and/or pick up documents to/at BronxWorks offices, funding sources and or other agencies.
- Entering data into Salesforce, eSHARE & AIRS as needed.
- Reporting problems with technology to the IT department.
- Utilize Nexonia to process program purchases and staff reimbursement submissions and follow-up.
- Maintain and organize necessary back-up documents such as centralized file for all security staff, original receipts, packing slips, invoices.
- Troubleshoot issues with purchases, vendors, deliveries and take corrective action in a timely manner.
- Answer telephone, take messages, and direct calls to appropriate parties.
- Welcome and greet visitors, program participants, and clients.
- Complete program reports on a monthly basis or more frequently as required.
- Accompany Security Director to meetings if need be.
- Perform additional duties as assigned by supervisor.
QUALIFICATIONS:
- High school diploma or equivalent credentials required.
- Associate’s degree/previous employment experience in shelter environment preferred.
- A minimum of one year of administrative work experience preferred.
- Proficiency in English required; proficiency in a second language preferred.
- Strong oral and written communication, time management and organizational skills required.
- Proficiency in Microsoft Office suite/Office 365 and other standard business technology is required.
- Experience working as part of a team preferred.
- Places value on cultural awareness in a multi-ethnic community strongly preferred.
PHYSICAL REQUIREMENTS:
- Ability to use a computer for prolonged periods.
- Ability to occasionally lift and/or move up to 10 pounds.
- Ability to stand, walk, or sit for long periods of time.
- Ability to climb five flights of stairs.
- Ability to bend and retrieve objects and/or documents.
#ZR
Monday – Friday, 9am – 5pm (with variations)