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Administrative Assistant, CAMBA Small Business Services

*This is a Temporary Position*​

CAMBA Small Business Services (CSBS): CSBS promotes economic revitalization by providing services specially tailored to the needs of entrepreneurs in New York City. CSBS offers one-on-one counseling and technical assistance, entrepreneurial classroom training, microloans, and linkages with other business development partners.       Our groundbreaking technology training, designed to improve business operations for small business owners, is being offered across NYC. 

  

Essential Duties and Responsibilities:  The person filling this position is expected, under close supervision, to:

(1) Provide administrative and clerical support to ensure the smooth operations of all departments; (2) answer and screen incoming telephone calls; (3) direct callers and general voicemail messages to the appropriate personnel; and (4) assist non-clerical staff with clerical work (i.e., data collection and data verification); including the following:

  • Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel.
  • Provide callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.).
  • Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
  • Copy, collate and file correspondence and various documents weekly.
  • Organize and maintain filing system(s).
  • Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
  • Record, type and distribute minutes of meetings.
  • Enter data into automated management information system.
  • Ensure all agency forms, staff directory, and profiles are updated weekly.
  • Ensure that fax and copy machines are in working condition.
  • Monitor, troubleshoot, and track all office equipment maintenance issues.
  • Schedule all office equipment repairs and servicing as needed.
  • Prepare, submit and track all MIS requests for assistance.
  • Post, monitor and secure information on all employee and/or client bulletin boards.
  • Collect and track employee time and attendance/vacation/comp-time and record into log.
  • Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices).
  • Order, receive, track, store and distribute office supplies.
  • Assist with the audit of all employees time and attendance data.
  • Deliver all employee time sheets to the Payroll department.
  • Coordinate and assign staff mail boxes as needed.
  • Conduct mail pick ups and/or deliveries.

 

Requirements:

  • High school diploma or G.E.D. and/or equivalent experience.
  • Strong communications skills, including public speaking, with an ability to adapt complex information for lay and professional audiences.
  • Ability to communicate effectively in English, orally and in writing.
  • Ability to handle multiple assignments, meet deadlines, and work independently.
  • Interest in nonprofit management, small business development and education, urban planning, public administration, marketing, and/or graphic design.
  • Proficiency in Microsoft Word, Excel, Outlook, Powerpoint and Internet Explorer.
  • Ability to type at a sufficient speed with sufficient accuracy to efficiently produce work product, as needed. ​

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