Admin Assistant in Brockport, NY!

Lifetime Assistance • Brockport, NY

22h

About The Position

Lifetime Assistance is hiring a full-time Admin I to support its Day Services programs in Brockport, New York. The role combines administrative support, financial recordkeeping, customer service, purchasing and billing assistance, and program coordination. The Admin I helps keep daily program operations organized and welcoming while supporting staff and individuals with intellectual and developmental disabilities. The position reports to the Community Integration Coordinator (CIC), is non-exempt, and pays a starting wage of $18 per hour. The schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m.

The role maintains program records and documentation, supports routine financial processes and service billing, assists with purchasing and events, and responds to administrative needs. It also involves occasional work-related errands, such as banking and picking up catering or program supplies. Van certification and transporting individuals supported are not required. The employee must maintain a valid New York State driver’s license and follow agency policies and applicable Medicaid and HIPAA requirements.

Requirements

• At least two years of secretarial, clerical, administrative, or related office experience.
• Valid New York State driver’s license.
• Proficiency with Microsoft Word and basic Microsoft Excel functions.
• Ability to accurately enter and maintain information in spreadsheets and computerized systems.
• Ability to use electronic filing, scanning, purchasing, and billing systems.
• Strong organizational skills and attention to detail, including the ability to maintain accurate records and documentation.
• Comfort with basic financial information and routine mathematical calculations.
• Ability to balance petty cash, maintain ledgers, complete spending worksheets, and accurately track financial information.
• Ability to identify financial discrepancies and follow established procedures to resolve or escalate concerns.
• Strong written and verbal communication skills.
• Friendly, professional, hospitality-minded approach and ability to interact effectively with individuals supported, staff, leadership, visitors, and community partners.
• Ability to read and interpret written instructions, correspondence, and routine program documentation.
• Ability to work independently and take initiative when direct supervision is not immediately available.
• Strong multitasking and time-management skills.
• Ability to follow written, verbal, and diagram-based instructions.
• Ability to use sound judgment to resolve routine administrative challenges and adapt to changing priorities.

Nice To Haves

• Associate degree in Secretarial Science or a related field.
• Experience with basic financial recordkeeping, purchasing, billing, or petty cash functions.

Responsibilities

• Prepare and distribute correspondence, reports, rosters, and program documentation.
• Maintain accurate electronic records, including scanning and filing documentation.
• Answer incoming calls and greet staff, visitors, and individuals supported in a professional and welcoming manner.
• Sort and distribute incoming mail and program materials.
• Monitor office supplies and help coordinate equipment, materials, and other program needs.
• Provide administrative support across program locations and to leadership teams as assigned.
• Complete routine financial documentation, including monthly spending paperwork, worksheets, petty cash ledgers, and related tracking.
• Balance and maintain petty cash records as assigned.
• Enter and maintain information in Excel spreadsheets and agency purchasing or billing systems.
• Receive and submit daily attendance information to support accurate and timely service billing.
• Assign and distribute purchase orders and maintain purchasing records and tracking systems.
• Maintain accurate financial documentation and escalate discrepancies or concerns as appropriate.
• Assist with administrative details for program events, celebrations, meetings, and other activities, including catering, supplies, decorations, and preparation.
• Attend meetings as requested, record minutes, and distribute finalized documentation.
• Assist leadership with follow-up administrative tasks and program coordination.
• Provide friendly, professional customer service to individuals supported, staff, families, visitors, and agency partners.
• Help maintain an organized and welcoming program environment, respond to routine questions, and identify matters requiring leadership assistance.
• Work independently, take initiative to resolve routine administrative challenges, and manage multiple priorities in an active Day Services environment.
• Maintain accurate, timely, and confidential program documentation and follow agency policies and applicable regulatory requirements, including Medicaid and HIPAA requirements.
• Support consistent administrative practices and recordkeeping across assigned program locations.
• Maintain a valid New York State driver’s license and complete occasional work-related errands, such as banking and picking up catering or program supplies.

Benefits

• No-premium health insurance.
• Tuition assistance and scholarships, including 50% off tuition for two courses per semester and scholarships of up to $3,000 per semester.
• Micro-credential stipends of up to $750 and SUNY partnerships.
• Paid training, hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career advancement pathways, leadership training, and coaching support.
• Generous paid time off and supportive scheduling.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed