Admin I (Part Time)- Greece, NY 14626

Lifetime Assistance • Rochester, NY

2d

About The Position

Lifetime Assistance is hiring a part-time Admin I for its Day Services department. The role supports program operations through administrative assistance, financial recordkeeping, customer service, purchasing and billing support, and program coordination. The Admin I helps keep day-to-day activities organized and welcoming by maintaining records, processing paperwork, assisting with purchasing and billing, coordinating events and catering, and supporting staff and the individuals served.

The position is based in Rochester, New York. It reports to the Community Integration Coordinator (CIC), is non-exempt, and pays $18 per hour. The schedule is Monday through Friday, 12:30 p.m. to 4:00 p.m., for 17.5 hours per week. The role requires a valid New York State driver’s license and occasional work-related errands, such as banking or picking up catering and supplies. It does not require van certification or transporting individuals supported.

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; ability to maintain accurate records and documentation.
• Comfort with basic financial information and routine mathematical calculations, including balancing petty cash, maintaining ledgers, completing spending worksheets, and tracking 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; use sound judgment to resolve routine administrative challenges; and adapt to changing priorities in an active program environment.

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 professionally and welcomingly.
• 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 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 using Excel spreadsheets and agency purchasing or billing systems.
• Receive and submit daily attendance information to support accurate, timely service billing.
• Assign and distribute purchase orders and help 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 administrative needs and identify matters requiring leadership assistance.
• Work independently, take initiative, resolve routine administrative challenges, and manage multiple priorities in an active Day Services environment.
• Support the Community Integration Coordinator and program leadership with administrative and operational needs.
• Maintain accurate, timely, and confidential program documentation and follow agency policies and applicable 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 or picking up catering and program supplies.

Benefits

• Tuition assistance, including 50% off tuition for two courses per semester.
• Scholarships of up to $3,000 per semester.
• Micro-credential stipends of up to $750 and SUNY partnerships.
• Paid hands-on onboarding, coaching, immersive learning, e-learning, and ongoing training.
• Career advancement pathways, leadership training, and coaching support.
• Generous paid time off and supportive scheduling.
• Compassionate, mission-driven, and supportive workplace culture.

What This Job Offers

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