Administrative Assistant 2

DePaul•City of Rochester, NY

About The Position

The Administrative Assistant serves as the first point of contact for visitors, customers, and community partners at the WorkGuide office, creating a welcoming and professional experience. The position manages the reception area, greets and assists individuals with diverse abilities, answers and directs telephone calls, performs clerical and administrative tasks, and provides general office support. The role supports efficient daily operations and the WorkGuide team through customer service, organization, and communication. The position is responsible for welcoming and directing guests, performing secretarial and clerical work, maintaining the office environment, sorting mail, supporting program staff, monitoring supplies, organizing customer documentation, following up to obtain required documentation, preparing customer charts, assisting with appointment coverage and rescheduling, and completing data entry for program, billing, and reporting systems. The Administrative Assistant is expected to maintain confidentiality, attend required training, and follow safety protocols.

Requirements

High school diploma or GED.
Microsoft Office skills and knowledge of computer applications and procedures.
Excellent interpersonal skills and the ability to interact positively with staff, customers, and guests.
A clean New York State driving record, as outlined in DePaul’s personnel policy.
Ability to communicate effectively in English, verbally or through American Sign Language when relevant to the position, and to read, write, and understand English sufficiently to safely and effectively perform the essential functions.
Ability to sit, stand, and use a computer for extended periods.
Ability to lift up to 20 pounds.
Ability to communicate effectively and perform basic office tasks such as typing, filing, and operating standard office equipment.

Nice To Haves

Two years of reception, clerical, or administrative assistant experience in business or a related field is preferred.

Responsibilities

Courteously greet, welcome, and direct guests, customers, service providers, vendors, and family members.
Perform secretarial and clerical work, including preparing applications, correspondence, memos, reports, and forms.
Maintain a neat and welcoming office environment.
Sort and distribute program mail.
Prepare mailings and make copies to support program staff.
Monitor inventory and order office supplies and other needed office items.
Support the WorkGuide team by organizing and filing customer documentation, editing written materials, printing, organizing materials for mailing or pickup, and managing team supplies.
Conduct follow-up calls or emails to customers to obtain documentation, signatures, or paystubs needed for reporting or billing.
Prepare charts for new customers and break down discharged customer charts for submission to medical records.
Assist with or facilitate coverage and reschedule appointments as needed.
Enter data in AWARDS for intakes, discharges, and transfers within Employment Services while customers are enrolled in WorkGuide.
Complete data entry for referrals and billing and reporting tracking systems.
Maintain resident confidentiality and demonstrate a caring, positive attitude toward customers, staff, and guests.
Attend and participate in required trainings.
Follow safety rules, regulations, and protocols for self, customers, staff, and visitors.
Perform other duties necessary for effective operation of the WorkGuide program.