ADMINISTRATIVE ASSISTANT

Mary Cariola Center•City of Rochester, NY

14d•$17 - $22•Onsite

About The Position

The Mary Cariola Center is seeking an Administrative Assistant to join their team. This role is crucial for maintaining the smooth operation of the agency by providing comprehensive administrative support. The position involves a wide range of duties, from general professionalism and program secretarial tasks to managing student information, supporting classrooms, and covering reception. The ideal candidate will be detail-oriented, highly organized, flexible, and capable of maintaining a high level of confidentiality. Proficiency in computer skills, including Microsoft Office Suite, and strong written and verbal communication skills are essential. The agency is committed to Diversity, Equity, Access, and Inclusion (DEI), and the candidate will be expected to align with these values.

Requirements

Must be able to perform each essential duty satisfactorily.
Must be detail-oriented.
Must be able to multi-task.
Must be able to prioritize department needs.
Must be highly organized.
Must be flexible.
Must maintain a high level of confidentiality.
Must be proficient in computer skills.
Must have strong 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

Demonstrates sensitivity and cultural diversity of others.
Displays personal behavior and standards that align with Agency values when working with students, parents, and Agency personnel.
Aligns all actions and behaviors with the Agency’s DEI values statement and beliefs.
Models and promotes awareness and understanding of various cultures, backgrounds, experiences, orientations, and religion.
Fully engages in essential responsibilities of the position, necessary training, and required meetings.
Maintains confidentiality.
Follows and implements all Agency policies, procedures and/or processes.
Follows school safety plans including the use of secure doors, issuing visitor badges, and verifying identification documents.
Uses effective communication skills when addressing students, staff, parents, and the community including but not limited to appropriate vocabulary in both written and oral form.
Participates in professional development activities.
Displays the highest ethical and professional behavior and standards when working with students, parents, stakeholders, and Agency personnel.
Provides safe, attractive, organized, functional, healthy, and clean work environments for staff and students.
Uses technology such as Microsoft 350 and other applications.
Completes copying and mailing as directed.
Schedules meetings on the supervisors’ Outlook calendars.
Records and distributes notes and minutes during Building Operations and other program meetings.
Creates letters, reports, forms, newsletters, flyers, and other related materials as requested with the ability to produce errorless documents.
Facilitates ordering and delivery of office supplies, and copier/printer supplies.
Manages faxes.
Delivers and picks up materials which are distributed between locations.
Schedules conference rooms.
Manages keys as required.
Participates in program secretary’s meetings as scheduled.
Performs emergency response duties as assigned.
Manages student information and documents in compliance with regulations and Mary Cariola procedures.
Creates, maintains, and manages student information in students’ paper Central Files, online data systems, and applications.
Communicates with districts/counties and internal teams to track IEP issues, changes, and finalization.
Shares student documents, requests, and consents as appropriate.
Prints and distributes quarterly Progress Notes.
Manages referrals to program, intake packets and related processes including communication with counties/districts, families, and internal team.
Creates and accurately maintains student central files.
Prepares central files for CSE/CPSE meetings, transition to another program or archives.
Ensure central files are secure and accessed only as appropriate.
Maintains a spreadsheet of CSE/CPSE meetings and communicates with students’ teams about meetings, notifications, and documentation due dates.
Schedules tours, meetings, and visits with families, school districts, counties and/or other organizations/individuals as directed.
Assists with timecards and timecard adjustments for staff supervised by the Vice Principal and Principal, or Assistant Preschool Director and Preschool Director.
Manages classroom lending libraries for iPads, tablets, iPad carts or other technology.
Ensure that technology is clean, charged, and secure.
Assists with classroom staff coverage coordination.
Performs other tasks assigned by the Superintendent, Principal, or Director.
Answer a multi-line phone system, direct calls to the appropriate party, or take messages.
Interacts with people on the telephone and personally in a responsive and appropriate manner while also accurately performing job tasks.
Collects, enters, and disseminates student and staff attendance data.
Answers emergency calls for nursing and behavioral support.
Acts 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.
Creates a positive environment by welcoming visitors in person or on the telephone.
Connects visitors to appropriate Mary Cariola Staff in manners that are consistent with our internal procedures.