Overview
Administrative Assistant Jobs in New York, NY at Housing Works
Job Description
Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at [email protected]
Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org
Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.
Benefits:
We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.
Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”). Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU
Compensation Range: $17/hr – $19/hr commensurate with experience.
Overview:
The Administrative Assistant plays a crucial role in ensuring the smooth daily operations of the dispensary by:
Managing invoices
Helping to track inventory
Ensure pricing accuracy
This position is essential for maintaining operational efficiency and compliance within the dispensary is correct before they reach the sales floor
Responsibilities:
Key responsibilities and functions include:
Invoice Management:
Process incoming invoices and verify each against the corresponding purchase orders.
Ensure sales prices in the POS system are accurate and reflect the agreed-upon rates.
Inventory Oversight:
Log received items and correctly classify items designated for return to vendor (RTV).
Conduct weekly sale price audits for new stock.
Price Verification:
Double-check prices to ensure accuracy between the charged amount and the amount paid by customers.
Research and compare prices from various suppliers weekly to ensure the dispensary secures optimal purchasing rates.
Assist inventory specialists and the back-of-house inventory team as needed with general back-of-house duties, etc.
Track invoices and inventory. Conduct regular audits.
Communicate effectively with vendors and OCM.
Maintain searchable records in electronic and paper form.
Work with finance to ensure payment to vendors.
Other admin functions as assigned, including:
Verifying purchase orders (PO) with invoice
Submitting invoices into the AP system (Ariett)
Following up on outstanding invoices and resolving billing discrepancies
Maintaining accurate paid/unpaid bills in Blaze POS and billing data
Analyzing billing reports to identify potential errors or areas for improvement
Communicating with vendors regarding billing questions and concerns
Create a tracking spreadsheet of our accounts (HWCC, HWCC Nomad, and future locations) to ensure timely payments to vendors
Job Requirements
Associate degree preferred.
2 years’ experience in administrative support Some experience with AP systems helpful/preferred
Some experience with AP systems helpful/preferred
Basic understanding of accounts payable (AP), coding, aging, etc.
Familiarity with POS systems and inventory management systems.
Proficiency in MS Office/Office365, specifically in Word and Excel
Must be able to build reports in Excel, including composing/validating formulas common to retail sales.
To effectively manage a business’s incoming and outgoing flow of products and supplies, an administrative assistant should have the following skills:
Strong attention to detail and organizational skills.
Ability to work collaboratively in a fast-paced environment.
Mathematical and analytical skills
Strong verbal and written communication skills
Critical thinking and problem-solving skills.
Attention to detail and organizational skills.
The following additional competencies are essential to success in this position:
Teamwork
Communication
Leadership
Title: Administrative Assistant
Company: Housing Works
Location: New York, NY
