Administrative Assistant II - Monroe Region Youth ACT Team

Hillside•City of Rochester, NY

12d•$19 - $26•Onsite

About The Position

The Administrative Assistant II provides administrative, clerical, operational, and systems support to an assigned program or department. The role implements administrative systems, procedures, and policies; handles challenges using independent judgment; and coordinates communications, records, schedules, reports, and other office operations. The position also supports financial or cash-handling responsibilities as needed and manages confidential information in accordance with agency protocols. For Residential Aftercare programs, the role maintains knowledge of relevant OCFS directives, FAQs, and Aftercare practices; maintains a list of external QRTPs; and coordinates with case managers and Aftercare leads to support timely youth transitions and consistent practices across campuses. This is a full-time, 40-hour-per-week position, generally scheduled Monday through Friday, 8:30 a.m. to 5:00 p.m. The role is based at the 1 Mustard St office in Rochester, New York. The position may require variable scheduling, including evenings and weekends.

Requirements

High school diploma or GED.
At least 3 years of experience in office management or administration.
Unrestricted, valid New York State driver's license held for at least 1 year, a clean driving record, and minimum insurance coverage meeting agency standards.
Ability to manage multiple tasks, prioritize responsibilities, and maintain an organized workspace.
Strong verbal and written communication skills, including composing professional emails, memos, and reports.
Effective time-management skills, including scheduling appointments, coordinating meetings, and prioritizing tasks to meet deadlines.
Accuracy and attention to detail in administrative work such as data entry, filing, and record-keeping.
Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and with scheduling virtual meetings.
Ability to work variable schedules, including evenings and weekends.
Ability to meet the physical demands described for the role, including occasional driving, lifting, carrying, and manual dexterity requirements.

Responsibilities

Provide administrative, clerical, operational, and systems support to an assigned program or department.
Coordinate and prepare correspondence, reports, manuals, presentations, and data to meet deadlines.
Greet visitors and callers, respond to inquiries, or direct them to appropriate staff.
Create, maintain, and enter information into databases.
Maintain general knowledge of program or department services and activities and of Hillside's overall functions.
Maintain leaders' schedules and event calendars as requested.
Compose, type, and distribute meeting notes, routine correspondence, and reports, including presentations and expense, statistical, or monthly reports.
Complete forms in accordance with company procedures.
Open, read, route, and distribute incoming mail or other materials, and answer routine letters.
Coordinate communication with Hillside departments, including Purchasing, Marketing, Facilities, Technology, HR, Payroll, and Finance, following provided directives.
Respond promptly to inquiries, assess whether issues require escalation, and determine appropriate resolution methods under agency protocols.
Maintain updated standard operating procedures, including procedures for ordering supplies and maintaining files and materials.
Assist with cash handling and other financial responsibilities supporting program budgets or financial management, as needed.
Protect the confidentiality of information and records to which the role has access.
For Residential Aftercare programs, maintain current knowledge of OCFS Administrative Directives and FAQs pertaining to Aftercare.
For Residential Aftercare programs, maintain a list of external QRTPs to support timely youth transitions.
For Residential Aftercare programs, maintain contact with campus case managers and Aftercare leads to support timely internal and external post-discharge transfers.
For Residential Aftercare programs, maintain knowledge of Aftercare practices to promote consistency across campuses.
Perform other duties as assigned.