Office Associate

Company Overview

The Staten Island Workforce1 Career Center is partnering with Seamen’s Society for Children and Families to find qualified candidates for an Office Associate in Staten Island, New York. Seamen’s Society for Children and Families is a nonprofit organization that has supported children and families for more than 175 years. The organization provides programs that help vulnerable children and families achieve greater safety, stability, and well-being through compassionate services, community support, and dedicated professionals working to create brighter futures.

Position Overview

The Office Associate provides general administrative, clerical, and office operations support to the Administrative Services Department and other agency departments. The position assists with office supplies, purchasing documentation, mail distribution, meetings, travel, agency events, and other routine administrative functions to support effective and efficient agency operations.

This position is located in Staten Island, NY.

Key Responsibilities

• Order approved agency office supplies and maintain an organized, fully stocked supply room.
• Manage printer ink and toner inventory and coordinate printer servicing and supply replenishment with vendors.
• Prepare office supply packages for new hires and current employees.
• Assist with purchase orders, approval routing, supporting documentation, and purchasing record organization.
• Track orders, deliveries, back-orders, receipts, and purchasing documentation.
• Match receipts and supporting documents to American Express charges and assist with monthly billing records.
• Maintain records of agency office equipment and assist with equipment inventories.
• Coordinate approved hotel and travel arrangements for staff and maintain related records.
• Organize and distribute mail, faxes, and materials between office locations.
• Maintain postage machine operations, mailing supplies, and outgoing mail processing.
• Reserve meeting rooms and coordinate IT support and meeting setup needs.
• Arrange meals and refreshments for approved meetings and agency events.
• Assist with internal communications, staff announcements, trackers, reports, and administrative documents.
• Support organization and distribution of toy room, donation, and event supplies.
• Participate in the agency emergency call list.
• Welcome and direct visitors to the office.
• Provide administrative phone, switchboard, reception, and office coverage as needed.
• Assist with special projects and additional duties as assigned.

Requirements

• Associate degree required; Bachelor’s degree preferred.
• At least 1 year of experience in administrative, clerical, office support, or customer service roles.
• Strong organizational skills with excellent attention to detail.
• Effective communication, time management, and multitasking abilities.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Professionalism and the ability to maintain confidentiality of sensitive information.
• Ability to work independently and collaboratively as part of a team.
• Experience with procurement, inventory management, purchasing documentation, and/or accounts payable preferred.
• Notary Public certification preferred.
• Availability to work Monday through Friday and to travel between Staten Island and Brooklyn locations as needed.

Pay Range