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Administrative Assistant

2 months ago

Rochester, United States Happiness House CP Rochester Full time
About the Organization
CP Rochester and Happiness House are private nonprofit health, educational, residential and human service organizations that have been serving communities in the Finger Lakes Region since 1969 and the Greater Rochester Area since 1946. Today with sites in Rochester, Canandaigua, Geneva, Gorham, Midlakes and Waterloo, our agencies offer an array of educational, therapeutic, recreational, residential and family support programs and services for children and adults with and without disabilities. On average, our agencies serve 3,650 families each year and employ approximately 600 people.

Our staff consists of dedicated and knowledgeable professionals and clinicians with expertise in the areas of Special Education, Early Childhood Education, Physical, Occupational, Speech and Music Therapies, Psychology, Service Coordination, Nursing, Dental Services, and Developmental Disabilities.

Committed to serving individuals with autism, traumatic brain injury, neurological impairments, as well as a wide variety of developmental disabilities such as cerebral palsy and Down syndrome, our staff partners with individuals and their families to support them in meeting their goals.

EOE Statement
CP Rochester and Happiness House are an equal opportunity employers. We do not discriminate against employees or applicants in the hiring, promotion, compensation, placement, termination, layoff, recall, transfer, leaves of absence or any other term or condition of employment on the basis of race, color, religion, sex, sexual orientation, gender identity/expression, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran, domestic violence victim status, prior arrest and conviction records or any other protected category in accordance with applicable federal, state and local laws.

Description

Job Title: Administrative Assistant

Location: CP Rochester - Winton Road Facility

Salary: $16.50 - $17.75 per hour commensurate with experience

Employment: This is a full-time position with a 30-hour workweek. Days and hours of work are Monday through Friday during business hours - 8:30am-3:00pm. Evening work may be required as job duties demand.

Requirements:
  1. High school diploma or GED. An Associate's degree is preferred.
  2. Previous successful experience in administrative/clerical work preferred.
  3. Knowledge of office management, office machines, phone systems and proficiency in typing.
  4. Proficient in the use of Microsoft Office software (Word, Excel, PowerPoint).
  5. Ability to comply with professional standards of conduct, including pleasant speaking voice and courteous manner as well as the type of personality able to meet the demands of the position.
  6. Demonstrated ability to effectively communicate orally and in writing.
  7. Demonstrated excellent time management skills and organization skills.
  8. Demonstrated commitment to performing job duties and tasks at a high level of performance.
Summary/Objective:The Administrative Assistant supports the Residential Program as directed by the Vice President and Director of Residential Services. Works as a member of the administrative staff on CP Rochester's Residential Services team with a commitment to providing mission-centered program and departmental support. This position will be responsible for providing administrative, secretarial and clerical support to the residential Vice President and Program Director.

Essential Functions:
  1. Imparts agency philosophy of "Equal Opportunity, Independence and Realization of Individual Potential" to children, families, program employees and community resources.
  2. Maintains confidentiality of information relating to individuals and their families in accordance with agency policy.
  3. Provides administrative support to the department vice president and director, including high-level secretarial support.
  4. Schedules and organizes meetings, interviews, travel, conferences, and other activities for department managers.
  5. Types and processes department reports, documents, and evaluations as required by agency and regulatory bodies, in an accurate and timely manner.
  6. Updates departmental records as needed.
  7. Processes invoices, check requests, purchase orders, supply orders, and payroll information as directed.
  8. Works with the Training Coordinator to review Residential employee training records.
  9. Maintains files as needed.
  10. Provides support to Residential Leadership team and attends department meetings and records meeting minutes.
  11. Orders office supplies for Residential department as well an RNs, LPNs and Med Liaisons. Orders supplies for the copier in the IFSS wing and maintains copier as needed.
  12. Provides support and coverage to agency reception desk as needed.
  13. Ensures internal and external mail is coordinated and sent to the appropriate individuals.
  14. Takes, types, and distributes meeting minutes as assigned.
  15. Communicates in a professional manner while handling incoming phone calls, greeting visitors, and responding to phone, e-mail, and personal requests for assistance.
  16. Achieves departmental goals by performing additional responsibilities as assigned.
  17. Participates in conferences, workshops and in-service training as needed or recommended to enhance job skills and personal growth and development.
  18. Adheres to agency's policies and procedures as well as department guidelines.
Competency Requirements
  1. Communication proficiency.
  2. Strong organizational skills.
  3. Self-motivation and initiative skills.
  4. Ability to effectively multi-task.
Supervisory Responsibility:None.

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Work Environment:This job operates in an office setting.

Physical Demands:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit for extended periods of time, walk, stoop or crouch for file retrieval and access, speak with clarity and accuracy, listen, and have the ability to engage in repetitive motion activities, i.e. keyboarding. Mental requirements include: general intelligence, motor coordination skills, coordination of eyes, hands, and feet, verbal intelligence and numerical intelligence.

Travel: Any travel is primarily local during the business day.

Our comprehensive benefit plan includes but is not limited to:
  • Affordable Medical (full-time only) / Dental / Vision Insurance
  • 17 days Paid Time Off (PTO)
  • Paid Sick Time
  • 8 Paid Holidays
  • 403(b) Retirement Plan with employer match
  • Additional Insurance Offerings - Voluntary Short-Term Disability, Specified Disease Insurance w/ Cancer Rider, Accident Insurance, Identity Theft Protection
  • Employer Paid Health Reimbursement Arrangement (high deductible medical plan)
  • Employer paid Life Insurance, Short-term and Long-term Disability Insurance
  • Tuition Reimbursement plus a 25% Tuition Discount for benefit-eligible Employees and Family Members at Roberts Wesleyan College

The listed base pay range is a good faith representation of current potential base pay for successful applicants. It may be modified in the future. Pay is determined by factors including experience, relevant qualifications, internal equity, and location.

EEO Statement: The agencies are equal opportunity employers. We do not discriminate against employees or applicants in the hiring, promotion, compensation, placement, termination, layoff, recall, transfer, leaves of absence or any other term or condition of employment on the basis of race, color, religion, sex, sexual orientation, gender identity/expression, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran, domestic violence victim status, prior arrest and conviction records or any other protected category in accordance with applicable federal, state and local laws.

Position Requirements
  1. High school diploma or GED. An Associate's degree is preferred.
  2. Previous successful experience in administrative/clerical work preferred.
  3. Knowledge of office management, office machines, phone systems and proficiency in typing.
  4. Proficient in the use of Microsoft Office software (Word, Excel, PowerPoint).
  5. Ability to comply with professional standards of conduct, including pleasant speaking voice and courteous manner as well as the type of personality able to meet the demands of the position.
  6. Demonstrated ability to effectively communicate orally and in writing.
  7. Demonstrated excellent time management skills and organization skills.
  8. Demonstrated commitment to performing job duties and tasks at a high level of performance.


Location
CP Rochester - Residential Services

Full-Time/Part-Time
Full-Time

Shift
Days

Category
Operations

Number of Openings
1

Req Number
OPE-24-00020

This position is currently accepting applications.