Administrative Assistant

Summary/Objective:

Under the supervision of the Administrative Services Manager, the Administrative Assistant supports various functions and operations for several Agency Departments utilizing CHJC's Campus location in Watertown. They are responsible for warmly greeting visitors and ensuring visitors are directed to appropriate personnel. The Administrative Assistant supports office operations by overseeing scheduling, purchasing, and maintenance of space and agency vehicles. Note: this position is directly tied to expectations of CHJC's Campus office location. This position requires physical tasks such as picking up mail from the post office, distributing mail to appropriate department, and delivering checks or case to the Finance Department located in Empsall.

All CHJC employees are expected to be committed to creating opportunities to enhance lives one relationship at a time. The Administrative Assistant emphasizes the following values:

• Safety and permanency for all service recipients
• Respect and compassion in every interaction
• Integrity in decision-making
• Excellence as a standard
• Stewardship for the benefit of service recipients and the community

Essential Functions:

Front Office & Reception

• Answer and direct incoming telephone calls promptly and professionally.
• Greet and direct visitors with excellent customer service.
• Maintain a tidy front office and reception area at all times.

Mail & Delivery Management

• Pick up mail from the post office and distribute to appropriate staff/department.
• Apply postage, check address accuracy, and prepare outgoing mail.
• Sort and distribute incoming mail and faxes.
• Accept incoming deliveries and notify appropriate parties; prepare outgoing packages for carrier pickup.
• Maintain and update staff mailboxes.
• Order postage and postage machine ink as needed.

Finance-Related Responsibilities

• Complete and maintain check logs for incoming checks and donations.
• Log incoming cash, checks, and donations accurately.
• Physically deliver logged checks/copies and cash to the Finance Department in Empsall.
• Assist with petty cash requests and reconcile petty cash fund as directed by Finance Manager.
• Assist with oversight of fiscal responsibilities including reimbursement fund, credit cards, and receipts.

Administrative & Clerical Support

• Perform clerical duties: typing, copying, filing as needed.
• Assist foster care and Administration Departments with creating PDFs for e-signatures.
• Format and update documents for President/CEO and Manager of Administrative Services.
• Maintain agency archives and fulfill archive requests.
• Print and distribute staff business cards.
• Attend meetings and trainings as requested or required.

Scheduling & Space Management

• Oversee scheduling of agency vehicles for staff use.
• Manage scheduling of office and visitation spaces.
• Coordinate room reservations and RSVP tracking for events.

Marketing & Events Support

• Assist Marketing and Events Coordinator with agency events, mailings, and event materials.
• Support website text composition, edits, and additions.
• Maintain Fundraising FundEZ software database entries.
• Create and complete mail merges for agency mailings.
• Process and mail staff work anniversary cards and gift certificates.
• Create and distribute agency information sheets.

Office Equipment & Supplies

• Oversee copier/fax servicing and order ink cartridges and office supplies.
• Keep inventory of office supplies.

Other Duties

• Act as liaison between HR, IT, Finance, and Maintenance Departments for organizational needs.
• Handle other duties as assigned by Manager of Administrative Services or President/CEO.

Work Environment:

Office environment will require occasional travel to conferences and/or meetings. Works in an office setting with a controlled temperature environment. Occasional exposure to inclement weather conditions may occur depending upon assignments. Exposure to noise and occasional physical activity may occur. May have contact with service recipients that are agitated and/or confused. Some risk is involved working with service recipients with serious mental illnesses

Requirements

Physical Demands:

This position involves standing, walking, bending, stooping, and reaching as needed to access files, attend meetings, and interact with staff across departments. Occasionally, the employee may need to lift and carry items weighing up to 50 pounds, such as files. Fine motor skills are essential for typing, writing, and handling documents. This position also demands sufficient visual acuity to read printed materials and computer screens, as well as an auditory ability to communicate effectively in person and through phone or video conferencing. Additionally, occasional travel within the service area may be required for training, and to complete essential functions of the position. Reasonable accommodation can be provided to enable individuals with disabilities to perform essential functions.

Position Type/Expected Hours of Work:

Full-Time, traditional hours required along with some non-traditional hours. This position is required to work on-site.

Travel:

Travel between campus location, the post office and Empsall required.

Required Education and Experience:

A high school diploma is required; a certificate or associate degree in a related field is preferred. Candidates should have one to two years of general office or marketing experience and demonstrate proficiency in word processing, database, and spreadsheet applications, including Microsoft Word, Excel, and PowerPoint. Familiarity with office equipment such as copiers, computers, phones, fax machines, and laminators is essential. Strong knowledge of the internet and social media platforms is expected. The role requires excellent computer skills, organizational abilities, and attention to detail, along with strong interpersonal skills and the ability to work collaboratively as part of a team.

Skills / Abilities / Knowledge:

Strong organizational and time-management skills with attention to detail. Excellent interpersonal and communication abilities, with a collaborative, team-oriented approach. Ability to handle confidential information ethically and without bias. Demonstrates professionalism, tact, and diplomacy when working with diverse populations. Self-directed and capable of managing multiple priorities effectively. Knowledge and experience with Strength-Based and Individualized Care approaches for children and families. Able to adapt to change productively and perform other duties as assigned.

Additional Eligibility Qualifications:

Must maintain privacy of confidential information. Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. Valid NYS driver's license required. Corporate Compliance, HIPAA Privacy Security, and Workplace Harassment and Discrimination Training will be required following date of hire.

Salary Description

38,220.42

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