Administrative Assistant

Rochester, NY (http://maps.google.com/maps?q=259+Monroe+Avenue+Rochester+NY+USA+14607)

Job Type

Full-time

Description

Position Overview:

The Administrative Assistant will provide high-level, self-directed administrative support in a wide variety of functions; apply detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information, preparing reports and providing liaison between management, other organizational programs, Board members, and external customers; perform related work.

Responsibilities:

• Provide high-level, self-directed administrative support across various functions.

• Act as a liaison between management, organizational programs, Board members, and external customers.

• Coordinate and schedule meetings for management and staff, handling logistics including food/beverage arrangements.

• Maintain accurate program documentation, ensuring timely and confidential mailing of documents.

• Efficiently manage multiple databases, ensuring accuracy of data and timely data entry.

• Process department-specific paperwork, generate queries, and produce reports in a clear and concise format.

• Organize and maintain confidential files, charts, paperwork, and documentation.

• Complete reports requiring research and interpretation of data from diverse sources.

• Assist in the development and updating of policies, procedures, and operations manuals.

• Coordinate department-specific events and staff training, managing associated paperwork and documentation.

• Provide help desk assistance within the scope of the specific department.

• Prepare correspondence accurately using word processing tools.

• Act as a liaison with other administrative staff to maintain consistency in administrative practices.

• Cover reception area(s) during breaks and absences, providing backup support to other administrative staff.

Requirements

Minimum Education and Experience:

• Associates degree in a related field or high school diploma/equivalent with a minimum of two years' experience.

Other Skills/Knowledge/Experience:

• Preferred experience in human services and HIPAA-regulated environments.

• Required experience with database systems.

• Proficient in:

• Intermediate/Advanced Microsoft Word skills, including complex document creation and formatting.

• Intermediate/Advanced Microsoft Excel skills, with expertise in formulas, charts, and data formatting.

• Intermediate/Advanced Microsoft Outlook skills, including scheduling, task assignment, and folder management.

• Intermediate/Advanced Microsoft SharePoint skills, with proficiency in site navigation, file maintenance, and workflow creation.

• Basic Microsoft Access skills, including database management, record handling, and report generation.

Physical/Mental Demands:

• Involves sitting, handling objects, working with a computer, and communication in verbal and written formats.

• Occasional lifting up to 30 lbs., walking, standing, and reaching.

• Finger dexterity for telephone and keyboard operation.

• Hearing ability for normal conversation.

• Visual acuity for reading documents and computer screens.

• Ability to read and interpret policies, procedures, and various information.

Working Conditions:

• Work is primarily in an office setting with occasional travel to other East House facilities or offsite meetings.

Salary Description

$15.45-$18.00