Job Description
Job Location: Long Island City - Long Island City, NY 11101
Position Type: Full-Time Non-Exempt
Salary Range: $24.73 - $27.48 Hourly
Job Shift: DayTitle: Administrative Assistant
Unit: Facilities Management
Reports to: Administrative Manager
Status: Full Time; Regular; Non-Exempt
Salary Range: $24.73 to $27.48 per hour (approximately $45,000 - $50,000 annually)
Location: Long Island City Service Center
Days/Hours: Mon-Fri 8:30am to 4:30pm
Organization Overview:
The Fortune Society, Inc. (Fortune) has been working for over 57 years in service to our mission: to support successful reentry from incarceration and promote alternatives to incarceration, thus strengthening the fabric of our communities. The organization has evolved into one of the nation’s preeminent reentry and justice-informed service organizations, providing formerly incarcerated people with the skills and wrap-around services needed to break the cycle of crime and incarceration and to build productive lives in their communities.
Fortune has grown steadily over the years to an agency with close to $90 million in annual budget with just under 600 staff. We anticipate that we will keep growing, both in size and depth of service. Fortune has a dual mission: both advocacy and service. The advocacy portion of our mission focuses on building a more just criminal legal system and reducing the barriers to reentry into society. The service side of Fortune has evolved to encompass a broad range of programs that started with employment and education and now includes a robust array of services, among them: alternatives to incarceration, supervised release, court advocacy, discharge planning within correctional facilities, licensed substance use and mental health treatment, a housing continuum ranging from emergency and transitional through permanent congregate and scattered site housing, assistance in obtaining benefits, a care management unit, HIV services, a food and nutrition program, and an arts program. Each service we provide is informed by the needs of the population we serve. Fortune currently serves approximately 14,000 people a year. Our program models are recognized, both nationally and internationally, for their quality and innovation. We have locations in Brooklyn, The Bronx, Manhattan and Queens.
Position Summary:
The Administrative Assistant provides administrative support to the department, working with the Administrative Manager to ensure the smooth functioning of the department from an operational standpoint. The Administrative Assistant also provides executive support to the Associate Vice President of Facilities Management (AVP), assisting with calendaring, emails, and other duties.
Core Competencies:
- Mission and Fit: Embodies Fortune’s mission and values and will be an effective member of the team in furthering both. The candidate should exhibit compassion and understanding for our participants (wherever they are in their re-entry process) and embrace Fortune’s core value that none of us should be measured against the worst things we have done.
- Administrative/Operational Reliability: Performs all administrative and operational tasks with accuracy, consistency, and attention to detail. Ensures all tasks are completed in a timely and dependable manner.
- Communication & Collaboration: Communicates clearly and professionally with staff, supervisors, and external parties. Works cooperatively within the department and across programs to support smooth operations and resolve issues effectively.
- Organizational Skills: Demonstrates strong ability to prioritize tasks, manage multiple responsibilities, and maintain orderly systems. Uses sound judgment to keep work processes efficient and aligned with departmental needs.
Essential Duties and Responsibilities:
- Process all incoming invoices for the department and submit necessary paperwork to Finance for payment
- Liaise with Finance over any payment-related issues, including payment logistics and past due balances
- Process the monthly department credit card statement for payment through Finance
- In conjunction with the Administrative Manager, oversee the day-to-day functioning of the Agency’s vehicle fleet, including driver incident monitoring, gas cards, onboarding new drivers, arranging necessary maintenance/service for all vehicles, and assisting with logistics for the key box system
- Enter purchase orders for Castle Gardens through Phipps Houses (Yardi Voyager)
- Assist the AVP with managing their calendar, scheduling meetings, reserving spaces, and ensuring their day-to-day logistics run smoothly
- Assist the AVP with emails, and monitor incoming emails when the AVP is away or unavailable
- Submit supply orders for the department, and liaise with vendors to coordinate delivery logistics
- Handle all incoming transportation requests, donation requests, and provide support for all Agency delivery logistics
- Manage the Driver/Porter’s daily schedule to ensure all delivery requests are fulfilled accurately and in a timely manner
- Screen all incoming mail for the department, and bring mail to the attention of the necessary staff members
- Other duties as assigned.
Qualifications
- High school diploma or GED/HSE required. Some degree of higher education preferred.
- Adept at Microsoft Excel, Word, and Outlook; experience with Yardi Voyager a plus; good verbal and written communication skills.
- Strong organizational skills to manage multiple priorities in a time sensitive manner.
- Demonstrated ability to resolve complex issues collaboratively and build team capacity.
- Prior experience handling essential business management functions strongly desired.
We seek talented, dedicated individuals from all walks of life who possess a strong commitment to this mission. Relevant personal experience is a plus.
Travel Requirements:
Will require travel to other Agency locations as needed.
Physical Demands:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities and requirements listed are representative of the knowledge, skills, minimum education, training, licensing, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
The Fortune Society is an Equal Opportunity Employer. All qualified applicants will be afforded equal employment opportunities without discrimination because of conviction history, race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, predisposing genetic characteristics, victim of domestic violence status or marital status.
