Career Opportunities at Acacia


Job Details


Administrative Assistant (Procurement)  Bronx, NY  : 5/11/2022
Job Description

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Full Time


The Administrative Assistant is responsible for a wide range of administrative activities that support The Director of Procurement. The Administrative Assistant performs duties that require knowledge of organizational policies and practices related to day-today activities and special projects. Exercises independent judgment in the resolution of administrative concerns and issues. The salary is $50,000/annually
KEY ESSENTIAL FUNCTIONS:                                                                                                            
  • Answer the phone and takes messages in a very professional manner. Ensures that the Director receives all messages.
  • Distribution of mail to staff.
  • Responsible for ordering office supplies, maintaining inventory and distributing supplies.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies, placing and expediting orders for supplies and verifying packing slips.
  • Organize and schedule meeting and appointments for the Director.
  • Greet and assist all staff and visitors upon entry.
  • Update Policies and Procedures and transcribe data as required.
  • Generate data in preparation of regularly schedule Procurement Quarterly Report and Operational Plan on Power Point as required.
  • Assist the Director with outreach. This may include phone calls, creating flyers, and scheduling visits.
  • Enter ADP data for payroll for Procurement staff
  • Information gathering and information monitoring. Ensures reports are submitted on time to the Executive Team, and Fiscal Department, etc.
  • Filling of all documentation in appropriate binders/files.
  • Coordinates staff meetings and reminders with colleagues and external agencies via outlook.
  • Set up all telephone conferences meeting using MS Outlook.
  • Takes minutes of all meetings, create agenda and sign in sheets.
  • May be asked to go on site to various programs to provide administrator support.
  • Completes in a timely fashion all travel and expense reports for Procurement support.
  • Completes payment vouchers for the department as needed.
  • Creates, updates, and maintains all MS Word, Excel and Power Point documents for the portfolio.   
EDUCATION AND EXPERIENCE REQUIRED:                                                                               
  • Computer skills and knowledge of relevant software.
  • Knowledge of operation of standard office equipment.
  • Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
  • Knowledge of principles and practices of basic office management.
  • Bilingual (Spanish) preferred.
  • Experience with MS Office tools, including Excel
  • Knowledge and understanding of purchasing practices

*Acacia Network is an equal opportunity employer*

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