Administrative Assistant

Overview

The Administrative Assistant supports the program by carrying out tasks that ensure the office operation runs smoothly and we can provide quality services to the individuals we serve, families and other stakeholders.

The Center for Family Support (CFS) mission is to provide support and assistance to individuals with developmental and related disabilities. We are the first agency in New York to achieve the Council on Quality and Leadership Certification (CQL). By achieving this certification, it shows our commitment and dedication to creating services that enhance and improve the quality of life for individuals with disabilities.

Our industry-leading benefits include:

• 401(k)
• Dental Insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

• Providing support to Office Manager, administrative and program staff.
• Answering incoming calls and making necessary outgoing calls and office visits.
• Taking messages for staff as needed.
• Greet and announce visitors
• Track scheduling of conference rooms for trainings and/or meetings
• Ensure conference rooms are set up with training materials and/or equipment needed for a day of training.
• Maintaining the appearance of the reception area, kitchen, conference rooms after meetings and waiting room.
• Sort and distribute incoming and outgoing mail and Fedex packages.
• Prepare, organize, and process files for offsite storage.
• Ensure the office is always properly stocked/Complete Inventory twice monthly.
• Ensure Office Garbage is properly stored in back of office for Waste pick up.
• Order office supplies for Offices/Residential department
• Process all checks and provide to finance department
• Experienced in using Concur to submit, track, and manage invoices efficiently.
• Complete new staff ’s when requested
• Restore utility/cable services for residential department and offices when needed
• Order furniture/appliance in absence of supervisor
• Update Admin lists if needed
• Proficient in using Therap, Microsoft Teams, Adobe Acrobat, SharePoint, Word, and Amazon for a wide range of administrative and operational tasks.
• Skilled in updating, maintaining, and reconciling schedules using systems such as iCIMS and Microsoft Excel.
• Knowledgeable in IT systems and experienced in handling and troubleshooting equipment.
• Perform other related duties as assigned.

• Exceptional interpersonal skills:
  Builds and maintains professional relationships with colleagues, clients, and stakeholders, fostering a positive and collaborative work environment.
• Effective task prioritization and deadline management:
  Skillfully organizes and manages multiple responsibilities to meet critical deadlines without compromising quality.
• Adaptability and problem-solving:
  Demonstrates a proactive approach to addressing unexpected challenges or changes, ensuring seamless operations.
• Independent and collaborative work capabilities:
  Operates effectively with minimal supervision while contributing positively to team initiatives and goals.
• Proficiency in office technology and software:
  Utilizes scheduling tools, inventory systems, and document management platforms to support efficient operations.
• Customer service excellence:
  Provides outstanding service to internal and external stakeholders, ensuring a consistently positive experience.
• Commitment to a clean and organized work environment:
  Maintains a professional and orderly office space to enhance productivity and presentation.
• Proactive approach to efficiency:
  Identifies and resolves inefficiencies or unmet office needs with initiative and resourcefulness.
• Flexibility and positive attitude:
  Embraces additional projects or responsibilities with enthusiasm and a commitment to excellence.
• Strong analytical skills:
  Effectively tracks schedules, manages inventory, and processes financial documentation with precision and insight.
• Attention to detail and accuracy:
  Ensures meticulous record-keeping, documentation, and communication to maintain operational integrity.
• Education and Experience Requirements
• Minimum High School Diploma required.
• AA Degree preferred.
• Proficiency in Microsoft Office, Word, and Excel
• Bilingual…