Block Institute is a Preschool Special Education program for children ages 3-5. We are located in the Bath Beach section of Brooklyn. Our main focus is to educate and ensure the well-being of our students. We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.The position is from 8:00am - 4:00pm, M-F. Block Institute provides a supportive atmosphere in which you will gain experience and knowledge to enhance your career path.

The Block Institute of Brooklyn, New York is a non-profit, non-sectarian agency dedicated to improving the quality of life for people with disabilities and their families. Established in 1962, Block Institute has extensive experience providing individualized services for children and adults with developmental disabilities.

Job Duties and Responsibilities: include the following, other duties may be assigned:

• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Manage communication of information in and out of the office; type out correspondence letters, emails, memos, etc. (paper and electronic);
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Monitor office supplies; order and re-stock as needed
• Maintain contact lists
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Maintain positive and professional staff and client relationships; welcome and greet clients and office guests
• Acts as liaison with DOE, CSE, CPSE and parents
• Ensures implementation of policies and procedures as set forth by Block Institute.
• Enrollment of incoming students
• Meal Accountability for financial purposes
• Social Security Information Requests
• Documenting and saving documents
• Updating enrollment excel documents for internal use
• Ensure that student’s transportation is updated
• Update student information as needed
• Place requests on online software and monitor status for ordering food, IT department, maintenance, and purchasing
• Maintain daily attendance for staff
• Maintain Fire drill logs for auditing purposes
• Create/Maintain year round classroom schedules
• School supply ordering and inventory
• Coordinates/schedules activities and events
• Prepare and distribute school monthly calendar
• Updates information boards for staff, students and families
• Processes student documents and materials for distribution
• Other duties assigned by Director
• Assist in the collection and analysis of educational data in preparation for and response to audits by regulatory agencies.

Qualifications and Skills

• High School Diploma or equivalent required

Benefits

• Paid vacation and sick time
• Life Insurance
• Medical and Dental benefits available
• Voluntary benefits such as critical care, disability, and additional life insurance are also available
• Onsite parking
• 403 (b) retirement account
• Commuter Benefits Plan