Administrative Assistant, Agency

St Catherine s Center for Children•Albany, NY

27d•Onsite

About The Position

The Administrative Assistant, Agency supports the Agency’s administrative operations in Albany, New York. The role answers and directs calls, welcomes visitors, manages calendars and mail, monitors office equipment, and provides administrative support to executives and designees. It also handles records and files in accordance with established procedures and HIPAA requirements, orders supplies, assists program staff with donated-item inventory, maintains tracking sheets, and coordinates conference room reservations, visitor sheets, and the daily lunch menu. The position scans paper client records into the electronic file system and represents the Administrative Department on the Employee Activities Committee. Other position-related duties may be assigned by the Director of Administrative Operations. The position calls for strong organization, communication, attention to detail, discretion, confidentiality, and the ability to work independently and collaboratively in a busy office. The successful candidate will engage with diverse individuals with empathy and patience, exercise sound judgment, and adapt to operational changes while following Agency policies and procedures.

Requirements

Associate degree, or a high school diploma or equivalent (GED/TASC) with equivalent workforce experience.
Excellent organizational, planning, and time-management skills to prioritize and complete varied tasks in a timely manner.
Outstanding written and verbal communication and strong interpersonal skills, including empathy and patience when engaging with socio-economically, culturally, and functionally diverse individuals.
Data-entry experience and keen attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Business Workspace Suite (Gmail, Sheets, Docs, Meet), and knowledge of secure internet practices.
Ability to function well in a high-paced, busy office environment.
Ability to lift 20–25 pounds.
Ability to exercise discretion, respect professional and personal boundaries, and maintain strict confidentiality of sensitive client, donor, and Agency data.
Good judgment when handling telephone calls and assisting clients, including the ability to remain calm under frustrating circumstances.
Ability to work independently and cooperatively as part of a team.
Patience, flexibility, and adaptability to day-to-day operational changes.
Ability to perform assigned tasks professionally and in accordance with Agency policies, ethical guidelines, established procedures, and the Agency’s mission and philosophy.

Nice To Haves

Experience with AWARDS.

Responsibilities

Answer the multi-line telephone system, take messages, and direct calls to appropriate staff.
Greet visitors and contact staff regarding appointments, ensuring visitors follow Agency protocols.
Receive subpoenas and follow written subpoena procedures.
Maintain calendars.
Post, collect, and distribute mail and packages; notify recipients when heavy packages are ready for pickup.
Ensure the postage machine has appropriate funding, supplies, and codes.
Monitor fourth-floor office equipment, including the copier, coffee machine, and postage meter, and report needed repairs.
Enter work orders in AWARDS as needed.
Provide administrative support to executives and designees, including typing reports, filing, retrieving and storing records, digital storage, records destruction according to CQI procedures, copying, and faxing.
Provide requested records and files to requestors, including courts or individuals, according to established procedures and HIPAA requirements.
Order administrative supplies with guidance from the Purchasing Agent/Finance.
Assist Agency program staff in retrieving and securing donated items from inventory for clients.
Maintain and update tracking sheets as needed.
Coordinate conference room reservation requests and visitor sheets, and send out the daily lunch menu.
Scan old or outdated paper client files into electronic files before disposing of the paper files; scan paper records into the electronic file system.
Stay familiar with the various Agency programs.
Represent the Administrative Department as a member of the Employee Activities Committee.
Perform other position-related duties as assigned by the Director of Administrative Operations.

Benefits

Retirement pension plan with an Agency contribution.
403(b) retirement savings options.
Eligibility for the Public Service Loan Forgiveness (PSLF) Program for eligible staff.
Travel and mileage reimbursements for role-related transit.
Medical, dental, and vision insurance plans.
$600 annual well-being reimbursement.
Generous Combined Leave Time (CLT) and paid holidays.
Employer-paid life insurance.
Fully covered training updates, including Therapeutic Crisis Intervention (TCI) and CPR/AED/First Aid.
Tuition assistance and tuition reimbursement opportunities.
Professional development and internal career growth pathways.
Welcoming, business-casual work environment.