Administrative Assistant

Description

Purpose:

To provide confidential, accurate, and timely secretarial support to the Director and/or department you are supporting. To ensure communication and documentation is handled in a professional and confidential manner. To act as a liaison between the employees and the Director you support. 

Essential Functions:

· To act as a liaison between the employees and the Director you support.

· To assist with the management of the Director’s/Assistant Director’s calendar/schedule(s) and phone/messages, assuring appropriate access to Director/Assistant Director by others.

· To accurately, timely, and confidentially type/file/copy/distribute materials for Director/Assistant Director, as requested.

· To coordinate and ensure dead filing and storage.

· To type/file/copy/fax/distribute material for the Residential and Community Services Director and staff including Assistant Director, Service Coordinator’s and QIDP’s as requested.

· To prepare monthly meeting calendars.

· To prepare and maintain any files, binders, books, records for the department as requested by the Director/Assistant Director.

· To perform paper and system audits as necessary/requested.

· To take and maintain accurate meeting minutes.

· Ensure filing is done accurately and timely.

· To assist with data entry/report creation and running/databases/clerical functions, as assigned.

· Data Entry for Community Waiver Services ( Respite/ Community Habilitation/ ILST) along with Family Support Services

· Education Training Assistance with Evero and Billing of Services

· To assist with Agency mail distribution, confidentially and accurately, as necessary.

· Any and all other related duties as requested/required by supervisor(s).

Requirements

Qualifications:

· High School diploma required, Associate’s Degree preferred.

· One [1] year clerical experience.

· Ability to accurately and timely perform data entry and filing duties.

· Edits work for spelling and grammar, presents numerical data effectively and is able to accurately read and interpret written information. Monitors own work for quality.

· Ability to organize and prioritize work; uses time efficiently.

· Ability to work independently.

· Ability to maintain confidentiality.

· Strong typing and computer skills.

· Experience with Microsoft Office Products (Word, Excel, Outlook); proficiency in Word and Excel required.

· Adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays or unexpected events.

· Demonstrated ability to communicate effectively in oral and written form. Excellent verbal and written communication skills.

· Excellent organizational, time management, and interpersonal skills, as well as attention to detail.

· Adherence to Agency policies including Attendance Policy.

· Valid NYS Driver’s License acceptable to Agency insurance standards, preferred. Maintenance of valid insurance and registration and provide proof of insurance if using own vehicle.

Physical/Cognitive Requirements:

· Sitting for extended periods of time.

· Use of computers and/or writing for extended periods of time.

· Exposure to office equipment/chemicals.

· Bending, reaching, pulling, and pushing in the course of filing and miscellaneous clerical work.

· Speaks clearly and remains calm in stressful or demanding situations.

Responsible to: Department Director/Designee