Administrative Assistant 3

2 weeks ago

Smithtown, United States Developmental Disabilities Institute Full time

Description

Overview

Developmental Disabilities Institute, DDI, is one of the largest providers of care to children and adults with Autism, developmental disabilities and other special needs. DDI has been a part of Long Island for over 50 years serving over 1,500 children and adults with Autism, other developmental disabilities and special needs. DDI provides innovative and expansive services to our population through various educational settings, residential services, day habilitation programs and vocational services.

Responsibilities:

Under general supervision, performs a variety of administrative and staff support duties for a specified administrator, program or department, which require a range of skills and a knowledge of organizational policies and procedures. Duties of the Administrative Assistant 3 differ from those of the Administrative Assistant 2 in that they require a greater level of independent judgement and may include responsibilities of greater complexity.

Duties include, but are not limited to:

+ Oversees and/or performs a range of diverse administrative activities for the program or division, including, word processing and data input which may be confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports and other materials.

+ Greets and directs visitors; accepts, screens and routes telephone calls.

+ Trains lower level secretarial, clerical staff.

+ Answers general inquiries concerning activities and operations of program or division.

+ Performs a range of staff and/or operational support activities.

+ Establishes, maintains, processes, and updates files, records and other materials; orders supplies. Performs routine analysis and calculations on files, data basis, and recurring reports, such as payroll, time sheets, etc.

+ Sorts, screens and distributes incoming mail; drafts responses to inquiries.

+ Prepares photocopies, faxes, and operates a variety of office equipment.

+ Performs miscellaneous job-related duties as assigned.

+ Assists departmental administrator(s) in problem solving, project planning and development and execution of stated goals and objectives.

+ Administers office operations or a specialized program function of specific department or program providing administrative support directed towards meeting the goals and objectives of the program or division.

+ May perform executive secretarial services under limited direction

Qualifications:

+ Two (2) years experience in as a secretary or administrative assistant.

+ Formal Secretarial or office management training in lieu of experience may be substituted for experience.

+ Demonstrable computer skills including fluency on those program applications currently utilized for word processing and/or data input in the assigned hiring division;

+ Must have a high level of interpersonal skill and consistently display poise and tact;

+ Requires an attention to detail and ability to find solutions to various administrative problems;

+ Ability to establish priorities and work with limited direct supervision.

+ Analytic abilities.

+ Ability to compose, create and edit written material; effectively communicate both orally and in writing.

+ Excellent knowledge of secretarial of office procedures

+ Excellent organizational and project coordination skills.

Essential Functions;

+ Must be able to sit for up to two (2) hours at a time.

+ Must be able to use all office equipment in use in the assigned office.

+ Must be able to lift/carry 10 pounds for up to 10 feet; bend, squat on occasion.

+ Handle confidential and non-routine information.

DDI is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to actual or perceived race, color, sex, pregnancy, reproductive decision making, gender expression or identity, national origin, disability, military status, creed, religion, age, sexual orientation, marital status, genetic information, status as a victim of domestic violence or any other group protected by federal, state or local law. We are committed to creating a deep sense of belonging and a culture where all applicants and employees feel welcomed, valued and respected. We are people inspired by purpose.

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