Admin I - Chili, NY - Day Services

Lifetime Assistance • Rochester, NY

2d • Onsite

About The Position

Lifetime Assistance is seeking an Admin I for their Day Services department in Rochester, NY. This full-time, non-exempt position plays a crucial role in supporting the Community Integration Coordinator and ensuring the smooth operation of the day services program. The role involves a variety of administrative, billing, documentation, and compliance tasks, all contributing to the agency's mission of fostering independence, dignity, and respect for individuals with intellectual and developmental disabilities. This is an opportunity to make a significant impact and grow within a supportive, mission-driven organization.

Requirements

• Minimum 2 years of secretarial or clerical experience required.
• Proficiency in Microsoft Word, Excel, and Access required.
• Ability to read and interpret written instructions and correspondence.
• Strong written and verbal communication skills.
• Comfortable interacting with staff, program participants, and visitors in both individual and small group settings.
• Ability to follow written, oral, and diagram-based instructions.
• Strong organizational skills and attention to detail.
• Ability to resolve routine administrative challenges using sound judgment.

Nice To Haves

• Associate’s degree in Secretarial Science or a related field preferred.

Responsibilities

• Prepare and distribute correspondence, reports, rosters, and program documentation.
• Maintain organized filing systems and accurate program records.
• Answer incoming calls and greet visitors in a professional and welcoming manner.
• Sort and distribute incoming mail to appropriate program staff.
• Monitor office supply inventory and notify leadership when equipment or materials need maintenance or replenishment.
• Receive and submit daily attendance records to the Business Office to support accurate and timely service billing.
• Assign and distribute purchase orders for program sites.
• Assist with maintaining and updating the purchase order tracking system.
• Attend meetings as requested and record meeting minutes.
• Distribute finalized meeting minutes and assist with follow-up administrative tasks.
• Support the Community Integration Coordinator with program-related administrative tasks.
• Maintain compliance with agency policies and regulatory requirements including OMR/DD, Medicaid, and HIPAA standards.
• Represent the program professionally in all internal and external communications.

Benefits

• No-Premium Health Insurance
• Tuition assistance, scholarships — 50% off tuition for two courses per semester plus up to $3,000 scholarship per semester
• Micro-credential stipends up to $750
• SUNY partnerships
• Paid Training & Coaching (onboarding with a Success Coach, immersive learning, e-learning, ongoing paid training)
• Career Growth opportunities (clear pathways to advancement, leadership training, coaching support)
• Generous paid time off
• Supportive scheduling

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree