Administrative Assistant

The Arc Erie County New York has been supporting children and adults with disabilities, and their families in achieving their desired quality of life by creating opportunities through comprehensive services for over 65 years.

Administrative Assistant

The Arc Erie County NY

The Arc Erie County NY is currently seeking a Administrative Assistant to perform general clerical work/reception duties including answering phones, filing and developing and typing correspondences, memos, reports and other related materials using standard office equipment

Key Responsibilities:

• Assist in the data entry and database maintenance for various assigned programs. This may include property and liability claims, incident reporting, coding of various invoices/bills, reconciliation of departmental petty cash receipts and distribution, and/or the documentation maintenance using the school's software management system.
• Responsible for the file maintenance and documentation for many areas across the agency. May include bulk filing and scanning.
• Maintains and protects confidential or other sensitive information such as Protective Health Information (PHI) and Personally Identifiable Information (PII) as defined in the Agency's Information Security Policy.

Qualifications:

• Associate's degree PLUS 6 months administrative office experience
• OR High school diploma or equivalent PLUS 1 yr administrative office experience
• Strong organizational and communication skills
• Proficiency with Microsoft Office and general office software
• Ability to multitask and manage priorities in a fast-paced environment
• Previous administrative experience preferred, especially in facilities in maintenance settings

Pay & Benefits:

• $17 - $23 per hour
• Affordable health, dental, vision and life insurance
• Automatic Paid Time Off (PTO)
• 10 Paid Holidays Off
• Excellent Work-Life Balance
• 403b Retirement Plan w/ Employer Matching Contribution
• Paid Training w/ Experienced Supervisors
• Opportunity for Advancement

See our full job description listed below:

Job Description

Job Title:

Administrative Assistant

Department:

Administration

Job Grade:

2

Position Summary:

The Administrative Assistant is responsible for administrative support work in the areas of typing, data entry, maintenance of a variety of databases, dissemination of information, preparation of reports, receptionist duties including answering phones and directing visitors, and other duties as assigned. Gains and maintains knowledge of agency services and programs.

Reporting Relationship:

Reporting structure will be based on department/location of the position. For Administrative Assistants within the Education Program, they will report to the Associate Director of Educational Operations. For general agency Administrative Assistants, they will report to the Employment Relations Coordinator.

Job Duties and Responsibilities:

• Performs general clerical work/reception duties including answering phones, filing and developing and typing correspondences, memos, reports and other related materials using standard office equipment. Expected to greet and direct all visitors and answers and directs incoming phone calls in a courteous and professional manner.
• Assist in the data entry and database maintenance for various assigned programs. This may include property and liability claims, incident reporting, coding of various invoices/bills, reconciliation of departmental petty cash receipts and distribution, and/or the documentation maintenance using the school's software management system.
• Maintains and protects confidential or other sensitive information such as Protective Health Information (PHI) and Personally Identifiable Information (PII) as defined in the Agency's Information Security Policy.
• Distributes all incoming U.S. Postal Service mail utilizing various lists to ensure proper distribution. Accepts all appropriate incoming packages and notifies receiver of same.
• Prepares the outgoing U.S. Postal Service mail by placing the correct amount of postage on the item and by placing stamps on the return envelopes. Travels to post office as assigned.
• Compiles data for informational reports and disseminates same on a routine basis.
• Maintains inventory of office and copy machine supplies and requisitions needed items.
• Maintains various office records and updates routine lists.
• Responsible for the file maintenance and documentation for many areas across the agency. May include bulk filing and scanning.
• Maintains updated list of all building staff and maintains in/out status and time of return.
• Monitors doors and hallways via internal security systems based on assigned location. Follows site-based policies to ensure that visitor's sign-in, show , receive badge and are escorted by a staff member to their destination.
• Utilizes internal security system to ensure that all visitors enter the building through the appropriate door.
• Transmits all outgoing faxes and properly directs all incoming faxes to the appropriate person.
• Demonstrates the agency values of integrity, respect,…