Admin I - Chili, NY

Lifetime Assistance • Rochester, NY

7d • Onsite

About The Position

Lifetime Assistance is hiring an Admin I for its Day Services department in Rochester, NY. This full-time, non-exempt position supports the Community Integration Coordinator and program staff with administrative, billing, documentation, meeting coordination, and compliance tasks. The schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m., and the starting wage is $18 per hour.

The role supports Lifetime Assistance’s mission to foster independence, dignity, and respect for people with intellectual and developmental disabilities. The successful candidate will maintain accurate records, communicate professionally with staff and visitors, assist with service-billing documentation and purchase-order tracking, and help ensure program activities follow agency policies and applicable regulatory requirements.

Requirements

• At least 2 years of secretarial or clerical experience.
• Proficiency in Microsoft Word, Excel, and Access.
• Ability to read and interpret written instructions and correspondence.
• Strong written and verbal communication skills.
• Comfort interacting with staff, program participants, and visitors individually and in small groups.
• 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.

Responsibilities

• Prepare and distribute correspondence, reports, rosters, and program documentation.
• Maintain organized filing systems and accurate program records.
• Answer incoming calls and greet visitors professionally and welcomingly.
• 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 internal and external communications.

Benefits

• No-premium health insurance.
• Tuition assistance, 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 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