Office Associate – Open Position

Position Title: Office Associate
Reports to: Operations Manager
FLSA Status: Non-Exempt full time
Hours: 40 hours per week, 10am-6pm Monday through Friday, evening and weekend hours as needed or requested by supervisor

AGENCY DESCRIPTION:
The National Alliance on Mental Illness of New York City (NAMI-NYC) helps families and individuals affected by mental illness build better lives through education, support, and advocacy. As one of the largest affiliates of the National Alliance on Mental Illness, we work collaboratively with other stakeholders in the community to educate the public, advocate for legislation, reduce stigma and improve the mental health system. See www.naminyc.org for details.

POSITION DESCRIPTION:
NAMI-NYC seeks a detail-oriented and dynamic peer for the role of Office Associate to assist the organization with general office management, office space scheduling and coordination, and perform routine clerical duties. The Office Associate is responsible for managing the daily operations of the office, including greeting participants and/or visitors, maintaining office supplies, and managing incoming and outgoing correspondence, etc.

As the front face for the NAMI-NYC, candidates should be outgoing, excel in problem solving, communications, and internal as well as external customer service. The Office Associate will have constant interaction with participants, visitors, and administration. The ideal candidate can anticipate needs, thrive on keeping things running smoothly and tackle requests and needs with a positive, can-do attitude. This role will work collaboratively with the larger NAMI-NYC staff to advance programmatic strategic goals.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative and Office Management

  • Greet NAMI-NYC onsite participants and visitors in a professional and friendly manner, direct them appropriately and/or announce visitors to appropriate personnel.
  • Manage a multi-line telephone system to answer incoming calls and direct callers to appropriate personnel.
  • Maintain the general reception and kitchen area tidy and presentable with all necessary materials and/or supplies
  • Process incoming and outgoing mail/general email/phones
    ○ Incoming: Open, sort, and distribute incoming correspondence
    ○ Outgoing: Organize and manage outgoing mail for the office including check payments, mass mailings, appeals, and newsletters (when applicable), donor acknowledgements, etc.
  • Copy, scan and electronically file administrative documents
  • Maintain office room schedules
  • Update and maintain miscellaneous lists (e.g. the agency extension list/directory)
  • Plan and coordinate office events and meeting preparation including: ordering food and supplies for internal meetings and/or special events. Ensuring everything is on schedule and set up
  • Monitoring stock of all office supplies, placing orders to ensure we are always fully stocked
  • Manage storage facility drop off and pick up
  • Provide administrative support to leadership, which includes the preparation of internal and external documents
  • Schedule, train, and coordinate office volunteers, scheduling support for reception shifts and evening/weekend coverage, when needed
  • Data entry assignments as needed
  • General office duties as assigned
  • Attend internal meetings
  • Engage in special projects and other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • High School graduate required, bachelor’s degree preferred
  • 2+ years’ experience in office administration
  • Ability to work effectively with diverse populations with a high level of integrity, diplomacy, and initiative.
  • Detail-oriented with strong administrative and organizational skills
  • Multi-task, prioritize work and possess excellent time management skills to meet deadlines
  • Commitment to NAMI-NYC’s mission
  • Strong interpersonal communication skills
  • Communicate professionally to all levels of management and adapt to changing priorities
  • Proficient in the use of personal computers, Microsoft applications, Zoom, and Google Apps
  • Be a proactive team player while requiring minimal supervision
  • Sense of humor
  • Bilingual English/Spanish is a plus

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

SALARY & BENEFITS

  • Salary
  • Generous PTO policy
  • Medical, dental and vision coverage
  • 401K retirement plan
  • TransitChek (when applicable)

To apply: Send cover letter and resume to jobs@naminyc.org. Be sure to put Office Associate in the subject line. Resumes submitted without a cover letter will not be considered. No Phone Calls, please.