Office Services Assistant

Position: Office Services Assistant 

Who we are:  The Police Athletic League (PAL) of New York City is an independent youth development nonprofit organization and has been a vibrant and vital institution, serving as an effective, critical bridge between police and communities across all five boroughs of the City since 1914. PAL operates diverse programs for children as young as 2 years old to young adults. Programs include Head Start, after-school programs and summer day camps for elementary, middle and high school youth, and summer Playstreets. PAL also runs evening teen centers and college readiness programs, youth employment, and juvenile justice programs. Staying true to PAL’s roots, a cornerstone of our youth development strategy includes offering competitive and recreational sports for children of all ages.  At PAL, we’re devoted to empowering communities and building the best places to work, and that goes for our own teams too. 

Position Summary: 

The Office Services Assistant, reporting to the Director of Operations, is a critical part of the operations team and will perform a variety of general support to PAL’s main office headquarters. The successful candidate will be meticulous, service-oriented, and comfortable in managing and maintaining a wide range of office and operational management systems and procedures. This role will be responsible for PAL’s Headquarters front desk / receptions. The Office Services Assistant will be a vital member of the PAL’s Operations team, working with staff to fulfill key administrative functions (IT, Facilities, HR, Advancement) with the aim of advancing operational excellence by creating efficient processes and systems that meet the organization’s needs and objectives.  

What you’ll do:  

The Office Services Assistant will provide support for key operational processes and maintain critical administrative management and reporting systems. This dynamic role will provide exceptional administrative and operational support in three primary areas: 

PAL Headquarters Front Office Support 

• Greet visitors and determine whether they should be given access to specific individuals  

• Conduct daily office opening and closing (securing) protocols to ensure to ensure Headquarters are safe and secure. 

• Field incoming calls to PAL’s main office and route / call forward incoming calls to the appropriate PAL staff or department. Escalate urgent issues to the appropriate Manager or Executive. 

PAL Internal and External Mail / Correspondence Support: 

• Coordinate and receive incoming mail and deliveries and ensure they are routed to the appropriate staff or department. 

• Open, sort and distribute incoming correspondence including mail and faxes.  

• Coordinate with Finance and Advancement team when PAL receives donations or checks and support depositing checks at the bank.  

• Be responsible for checking PAL’s Post office PO Box and receiving mail 

• Coordinate outgoing mail and correspondence – drop off mail at post office or fedex 

• Coordinate with HR to ensure any paychecks or other checks are either picked up by the appropriate staff or posted in the mail 

PAL Headquarters Facilities and Operations Support 

• Conduct routine building walk throughs and report any building maintenance, safety and security issues 

• Report any issues in PAL’s Facility Ticketing System 

• Monitor and Maintain Headquarters security camera systems and ensure they are functioning. 

• Coordinate with operations colleagues and maintenance vendors to support building fixes and ensure maintenance or inspections are completed. 

• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping (maintenance of receipts and invoices) 

• Coordinate inventory requests, flow and storage of office supplies and key assets including PAL vehicle fleet. Track assets using PAL’s ticket management system and report any issues on key assets.  

• Coordinate with PAL IT staff to receive IT equipment deliveries, inventory and stage IT equipment for new employees and receive and inventory IT equipment.  

• Manage and maintain sensitive and confidential information, ensuring it is handled securely and in compliance with the organization's policies and procedures. Ability to field sensitive information from incoming phone calls, in person visitors, emails as well as perform office and administrative tasks with the highest confidentiality.  

• Other Duties as assigned by Supervisor. 

Who you are/What you bring:  

• High School Diploma or equivalent certifications (ie: GED).  Bachelor's degree preferred in business administration, business management, IT, or a related field 

• A minimum of three years of experience in administrative or operational coordination, operations management, or budget management with a preference of experience within social service organizations.  

• Self-starter with strong organizational skills and attention to detail 

• Highly professional and team oriented with a passion for excellence and eagerness to help the department meet our goals. 

• Ability to multi-task, prioritize, and complete assignments under strict deadlines with minimal supervision 

• Have a working knowledge of spreadsheets, Microsoft Office suite building tracking systems and ability to run reports 

• Experience in customer service, vendor management, scheduling, purchasing, inventory management, facility management or building maintenance is a plus. 

Compensation: This is a non-exempt full-time role, and the compensation is $23/hour. 

 
Benefits: PAL offers a comprehensive benefits package which includes health insurance, flexible spending account options, an employee assistance program, tuition reimbursement, pet insurance, life insurance, retirement savings options, a generous paid time off policy, training and more!  

Location: This position is located at PAL’s headquarters office (34 1/2 East 12th Street New York, NY 10003). Occasional travel locally within NYC to one of our program sites may be needed ad-hoc.  

Start Date: January 6th, 2024 

At the Police Athletic League, we seek people who are talented, creative and passionate to help create a more inclusive city and better futures for our youth. We’re devoted to empowering communities and building the best places to work, and that goes for our own teams too. 

The Police Athletic League is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected characteristic including, but not limited to, an individual’s sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy. 

Employment with PAL is contingent upon successful completion of all the Agency’s lawful pre-employment checks, which may include a background check.