Administrative Assistant

The Arc Ontario•Canandaigua, NY

4d•$18 - $19•Onsite

About The Position

The Administrative Assistant for the Day Services program provides vital administrative and clerical support to the Director, Day Services, as well as management and site staff. This position involves maintaining confidentiality, handling office tasks such as record-keeping, scheduling, and correspondence, and ensuring the smooth operation of the program. The role requires professional communication with families, participants, staff, and external service providers, both in person and through various forms of correspondence. The Administrative Assistant plays a key role in managing daily attendance records, office supplies, and clerical support, contributing to the overall efficiency and success of the Day Services program.

Requirements

High school diploma preferred and three years of experience in business, customer service, sales, marketing or a related field.
Excellent communication and computer skills required.
Working knowledge of word processing, databases, and spreadsheets, preferably Microsoft Suite (Word, PowerPoint, Publisher, Excel and Access).

Responsibilities

Performs typing, word processing, copying and filing services for program management, including, but not limited to, billing compliance, correspondence, budgetary documents, personnel-related memos, program policies and procedures manual, plans of correction, record keeping forms, etc.
Generates written drafts of correspondence, as requested.
Upon occasion, transcribes recorded reports generated by staff and consultants.
Maintains records at the request of program management, including, but not limited to, all attendance records, supply usage, and staff call-ins.
Maintains accurate daily participant attendance database, as the basis for program billing for Day Service programs.
Works with other program management staff to ensure the accurate and timely submission of the program attendance.
Acts as primary receptionist for the Eberhardt Center, answering and screening incoming telephone calls, connecting calls to the appropriate staff/voicemail.
Greets and directs all visitors to their appropriate destination.
Maintains all sign in/out documentation insuring all visitors are registered before leaving the reception area.