Administrative Assistant

5 hours ago

Rochester, New York, United States Happiness House CP Rochester Full time
About the Organization

Happiness House CP Rochester is a private nonprofit health, educational, residential and human service organization that has been serving communities in the Finger Lakes Region since 1969 and the Greater Rochester Area since 1946.

Job Title: Administrative Assistant

This is a full-time position with a 30-hour workweek. The successful candidate will provide administrative support to the Residential Program as directed by the Vice President and Director of Residential Services.

Key Responsibilities:
  1. Impart agency philosophy to children, families, program employees and community resources.
  2. Maintain confidentiality of information relating to individuals and their families in accordance with agency policy.
  3. Provide administrative support to the department vice president and director, including high-level secretarial support.
  4. Schedule and organize meetings, interviews, travel, conferences, and other activities for department managers.
  5. Process department reports, documents, and evaluations as required by agency and regulatory bodies.
  6. Update departmental records as needed.
  7. Process invoices, check requests, purchase orders, supply orders, and payroll information as directed.
  8. Work with the Training Coordinator to review Residential employee training records.
  9. Maintain files as needed.
  10. Provide support to Residential Leadership team and attend department meetings and record meeting minutes.
  11. Order office supplies for Residential department as well as RNs, LPNs and Med Liaisons.
  12. Provide support and coverage to agency reception desk as needed.
  13. Ensure internal and external mail is coordinated and sent to the appropriate individuals.
  14. Take, type, and distribute meeting minutes as assigned.
  15. Communicate in a professional manner while handling incoming phone calls, greeting visitors, and responding to phone, e-mail, and personal requests for assistance.
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.
Competency Requirements:
  1. Communication proficiency.
  2. Strong organizational skills.
  3. Self-motivation and initiative skills.
  4. Ability to effectively multi-task.
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.

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