Job description

BASIC FUNCTION OF POSITION

Office and Fleet Services supports the administrative and operational functions of the agency and is responsible for the delivery of mail and supplies for 4 offices and 17 residences located in the Bronx, Manhattan, Queens and Staten Island; management and maintenance of a fleet of 50 vehicles; and the procurement of equipment, furniture and supplies for residence and offices, as required.

The Office Assistant will:

• Assist the Office and Fleet Manager in carrying out administrative tasks and responsibilities by displaying initiative, assuming appropriate responsibility, exercising sound judgment, and making decisions within the scope of his/her authority.
• Utilizing an agency vehicle, pick up and delivery mail and supplies to office and residences.
• Maintain and monitor department databases, records, and schedules; and
• Support the department mission and objectives, and represent the department in a positive and professional manner.

MAJOR DUTIES AND RESPONSIBILITIES

• Responsible for delivery of agency mail and supplies to offices and residences;
• Assist office Manager with office services and act as back up for office manager at assigned satellite office.
• Maintaining department databases which track vehicle inspections and maintenance; and supply inventories
• Act as liaison with agency automobile maintenance vendors, to ensure fleet inspections, maintenance, and appraisals are up to date, as required;
• Report agency vehicle accident reports to insurer, and provide related updates to insurer, Director, and Assistant Executive Director, as required;
• Assists Office and Fleet Manager with procuring and selling agency vehicles and related NYS DMV transactions.
• Coordinate distribution of current year, and retrieval of prior year, vehicle logs for agency residences and offices;
• Act as liaison with NYC Department of Transportation to renew “Annual On-Street Parking Permits” for agency’s fleet of vehicles.
• Assist with vehicle fleet GPS installation, removal, monitoring and reporting functions;
• Assist with accepting department deliveries and maintaining department storage room;
• Assist with special projects and agency events for the Office of Administrative Services;
• Other duties as necessary to support proper Department functioning. As an example, assist with delivery and receipt of agency donations; assist with office reception coverage;
• Maintain active knowledge of agency rules, policies & guidelines;
• Willing to expand knowledge base in order to provide technical support or assistance as needed.
• Communicate with agency contractors, vendors, and suppliers in order to ensure the timely delivery of department services;
• Monitor and ensure prompt effective responses to department requests and inquiries;

Job Type: Full-time

Pay: $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• New York, NY 10037: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 2 years (Required)
• Microsoft Excel: 2 years (Required)
• Microsoft Word: 2 years (Required)

Language:

• Spanish (Required)

License/Certification:

• Driver's License (Required)

Work Location: One location

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