Administrative Assistant

Mary Cariola Center • Rochester, NY

12d • Onsite

About The Position

The Administrative Assistant plays a crucial role in supporting the daily operations of the Mary Cariola Center. This position involves a wide range of administrative tasks, including managing student information, providing reception coverage, supporting program secretaries, and assisting with classroom needs. The role requires a high level of professionalism, attention to detail, and the ability to work effectively in a diverse and inclusive environment. The Administrative Assistant will uphold the agency's values of Diversity, Equity, Access, and Inclusion in all interactions and tasks.

Requirements

• Detail-oriented
• Able to multi-task
• Prioritize department needs
• Highly organized
• Flexible
• Maintain a high level of confidentiality
• Proficient in computer skills
• Proficient in written and verbal communication skills
• Ability to quickly learn, absorb, process, and apply information
• Strong listening and oral communication skills
• Sound academic skills—reading, writing, typing, and computation
• Adaptability, creative thinking, and problem solving
• Openness to change
• Ability to self-manage time to complete tasks
• Effective in and with groups; interpersonal, negotiation, and teamwork skills
• Ability to read and comprehend simple instructions, short correspondence, safety rules, operating and maintenance instructions, procedures manuals, and memos.
• Ability to write simple correspondence and routine reports.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Regularly required to sit, use hands to finger, handle, or feel; talk and hear.
• Frequently required to reach with hands and arms.
• Frequently required to stand, walk, sit, stoop, or kneel.
• Must regularly lift and/or move up to 50 pounds, frequently lift and/or move up to 50 pounds, and occasionally move up to 100 pounds.
• Specific vision abilities required by this job include close vision, and distance vision.

Nice To Haves

• Previous experience or specialized training in computers, demonstrating competence with word processing, excel, and email applications.
• Previous experience working with people with disabilities.

Responsibilities

• Demonstrate sensitivity and cultural diversity of others.
• Display personal behavior and standards that align with Agency values when working with students, parents, and Agency personnel.
• Align all actions and behaviors with the Agency’s DEI values statement and beliefs.
• Model and promote awareness and understanding of various cultures, backgrounds, experiences, orientations, and religion.
• Fully engage in essential responsibilities of the position, necessary training, and required meetings.
• Maintain confidentiality.
• Follow and implement all Agency policies, procedures and/or processes.
• Follow school safety plans including the use of secure doors, issuing visitor badges, and verifying identification documents.
• Use effective communication skills when addressing students, staff, parents, and the community including but not limited to appropriate vocabulary in both written and oral form.
• Participate in professional development activities.
• Display the highest ethical and professional behavior and standards when working with students, parents, stakeholders, and Agency personnel.
• Provide safe, attractive, organized, functional, healthy, and clean work environments for staff and students.
• Use technology such as Microsoft 350 and other applications.
• Complete copying and mailing as directed.
• Schedule meetings on supervisors’ Outlook calendars.
• Record and distribute notes and minutes during Building Operations and other program meetings.
• Create letters, reports, forms, newsletters, flyers, and other related materials as requested with the ability to produce errorless documents.
• Facilitate ordering and delivery of office supplies, and copier/printer supplies.
• Manage faxes.
• Deliver and pick up materials which are distributed between locations.
• Schedule conference rooms.
• Manage keys as required.
• Participate in program secretary’s meetings as scheduled.
• Perform emergency response duties as assigned.
• Manage student information and documents in compliance with regulations and Mary Cariola procedures.
• Create, maintain, and manage student information in students’ paper Central Files, online data systems, and applications (such as Frontline or the Preschool Portal).
• Communicate with districts/counties and internal teams to track IEP issues, changes, and finalization.
• Share student documents, requests, and consents as appropriate.
• Print and distribute quarterly Progress Notes.
• Manage referrals to program, intake packets and related processes including communication with counties/districts, families, and internal team.
• Create and accurately maintain student central files.
• Prepare central files for CSE/CPSE meetings, transition to another program or archives.
• Ensure central files are secure and accessed only as appropriate.
• Maintain a spreadsheet of CSE/CPSE meetings and communicate with students’ teams about meetings, notifications, and documentation due dates.
• Schedule tours, meetings, and visits with families, school districts, counties and/or other organizations/individuals as directed.
• Assist with timecards and timecard adjustments for staff supervised by the Vice Principal and Principal, or Assistant Preschool Director and Preschool Director.
• Manage classroom lending libraries for iPads, tablets, iPad carts or other technology.
• Ensure that technology is clean, charged, and secure.
• Assist with classroom staff coverage coordination.
• Perform other tasks assigned by the Superintendent, Principal, or Director.
• Answer a multi-line phone system, direct calls to the appropriate party, or take messages.
• Interact with people on the telephone and personally in a responsive and appropriate manner while also accurately performing job tasks.
• Collect, enter, and disseminate student and staff attendance data.
• Answer emergency calls for nursing and behavioral support.
• Act calmly and quickly to dispatch teams to the location of emergency.
• Use the paging system, call board, and intra-school direct connect (walkie talkie) phones to provide information to classrooms.
• Create a positive environment by welcoming visitors in person or on the telephone.
• Connect visitors to appropriate Mary Cariola Staff in manners that are consistent with our internal procedures.

Benefits

• DEI Values Statement: Mary Cariola Center recognized that a high performing organization is one that cultivates a culture where everyone feels like they belong. Through continued dialogue, education, a policy development, we are committed to integrating Diversity, Equity, Access and Inclusion into all aspects of our work. As an agency found on principles of inclusion, Mary Cariola Center fosters an environment where all are welcome, and our differences are respected and valued.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED