Welcome page Returning Candidate? Log back in! Administrative Assistant Job Locations US-NY-Oakdale Category Agency Administration Job ID 2024-12982 Type Part-Time (Eligible for Benefits) Shift Monday Wednesday and Friday 9am-3pm Authorized Hours Per Week 24.00 Can accommodate a non-driver? Yes Overview

Position Overview

Under the supervision of Department Management, the Administrative Assistant is responsible for the front office functions of the department and performs complex tasks of an administrative nature.  The administrative assistant will be an extremely organized and motivated individual who is able to communicate effectively with team members, families, and individuals receiving services to ensure operations run smoothly.

Responsibilities

Essential Job Functions

Answer incoming telephone calls, screen calls as requested, forward appropriately to staff or other departments as needed, take clearly written messages and deliver appropriately and timely, respond to requests for information from agency and non-agency callers in accord with agency policy and proceduresEnsure completion of administrative work assigned by the Management and/or team members, set priorities and assign incoming work to other support staff as neededComplete timely and accurate preparation for all division/department-specific meetings including preparing agendas, making room reservations, notifying members, keeping the attendance record, placing food orders and arranging set-up of refreshments as neededProcess incoming department mail, faxes and scanned documents, prepare outgoing mail per department proceduresCompose and/or type correspondence, memos, reports and meeting minutes as needed, submit to designated person in a timely manner Mediate emergency situations to the program according to established policies and procedures, and ensure communications of such situations in a timely fashion

Duties and Responsibilities

Adhere to the organizations Code of EthicsAlways communicate in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the communityMaintain the confidentiality of any information relating to individuals and employees of the organizationComplete all required trainings and stay in complianceEffectively communicate and support the organization’s mission, vision and values Prepare purchase orders for suppliesOther duties as assigned

 

Qualifications

Minimum Job Qualifications

High School Diploma Experience working in a social services setting performing complex tasks of administrative natureFor Admin Assistant I – experience preferredFor Admin Assistant II – minimum 3 years of experienceDemonstrated ability to work in a team environment with flexibility, keeping others informed and anticipating needs is essentialMust be efficient, well organized, and have excellent communication skillsNo convictions for crimes that preclude a person from working with members of a vulnerable population

Physical Demands

Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours)Employee is required to effectively communicate both verbally and in writingEmployee is required to operate standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machinesEmployee is required to reach with hands and armsEmployee is required to bend, stoop, kneel, crouch or stand on a stool as neededEmployee is required to be able to lift 25 pounds at a time

 

 

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