Administrative Assistant

Overview: Job Summary/Major Function: Under the overall supervision of the Office Manager/ Executive Administrative Assistant, performs complex tasks of an administrative nature. This is a responsible position that would involve minimum supervision from the Office Manager/Executive Administrative Assistant. Responsibilities:

Work along with the Office Manager and Residential Team to:

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  Answer and manage all incoming calls.
• Receive and interact with all incoming visitors and external clients.
• Prepare and edit correspondence, communications, presentations and other documents.
• Create electronic files to organize, maintain and store documentation.
• File and retrieve hardcopy and/or electronic documents and reference materials.
• Conduct research, collect and analyze data to prepare reports and documents.
• Working with the management team members to complete billing.
• Support management team members on an as needed basis for special projects.
• Responsible for processing requests for training, office supplies, food orders for our residences, etc.
• Participate in meetings as necessary and record and distribute meeting minutes.
• Liaison with internal staff of all levels.
• Responsible for the booking of the main conference rooms and overall coordination of conferences/meetings in the building.
• Coordinates with maintenance and IT for events, meetings, etc.
• Monitors parking and need for offsite meeting/event locations as necessary.
• Assist in supervising main lobby receptionists as well as mail clerk and clerical support personnel working with the executive office.
• All other duties assigned

Provide for The Health and Safety of Individuals Receiving Services

• Mediate emergency situations to the program according to established policies and procedures, and ensure communications of such situations in a timely fashion.
• Provide coverage until relieved in emergency situations.
• Treat each individual with dignity and respect in accordance with New York State regulations and Agency Policy
• Report possible violations of individual’s rights promptly, and complete and submit incident report in accordance with New York State Regulations and Agency Policy.
• Maintain the confidentiality of any information relating to individuals and employees of the organization.
• Participate in any investigation into incidents occurring within the program as requested and maintain confidentiality in regard to such investigations.

Team Participation

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  Accurately and positively communicate agency philosophy and administrative decisions to all staff in a timely and professional manner.
• Report ongoing problems and suggest solutions to improve working environment/conditions.
• Establish positive working relationships with co-workers, management, clinicians and collateral providers.
• Utilize information acquired through training, meetings, education and experience to benefit consumers.
• Receive and communicate effectively on feedback from management, peers, and consumers in a cooperative manner

Additional Responsibilities:

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  Under the supervision of the Executive Administrative Assistant provide the Executive Office with clerical support as deemed necessary.
• Under the supervision of the Executive Administrative Assistant, attend internal meetings when necessary.

Basic Job Requirements:

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  Demonstrate professional conduct at all times.
• Follow the Code of Conduct and Agency expectations as outlined in the Employee Handbook.
• Attend and complete training in accordance with New York State Regulations and Agency policy.
• Thorough knowledge of modern office practices and procedures including the use of office machines, equipment and computers.
• Project a positive, professional image to providers, regulatory bodies, and the public.
• Ability to communicate effectively orally and in writing.
• Ability to type a minimum of 50 wpm.
• Ability to prioritize assignments and perform problem solving consistent with the level of independence associated with this position.
• Ability to compose drafts of correspondence and memos and to proof read spelling, punctuation and content.
• Excellent telephone skills.
• Ability to work autonomously.
• Report all violations and/or accidents in Agency or personal vehicle in accordance with New York State regulations and Agency Policy.
• Follow OSHA regulations, including universal precautions.
• Perform additional responsibilities, as assigned.

Qualifications: Education and Experience:

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  High School Diploma or General Equivalency Diploma (GED) required.
• Minimum of one year experience providing administrative support.
• Proficient in Microsoft Office software Word, Excel, and Outlook