School Age Administrative Assistant

The Arc Erie County•Buffalo, NY

8d•$18•Onsite

About The Position

The Administrative Assistant is responsible for administrative support work in the areas of typing, data entry, maintenance of a variety of databases, dissemination of information, preparation of reports, receptionist duties including answering phones and directing visitors, and other duties as assigned. Gains and maintains knowledge of agency services and programs.

Requirements

Associate’s Degree PLUS less than one year of administrative office experience. OR High School or equivalent diploma PLUS one year administrative office experience.
Proficient knowledge of Microsoft Word, Excel and Outlook email.

Responsibilities

Performs general clerical work/reception duties including answering phones, filing and developing and typing correspondences, memos, reports and other related materials using standard office equipment.
Expected to greet and direct all visitors and answers and directs incoming phone calls in a courteous and professional manner.
Assist in the data entry and database maintenance for various assigned programs. This may include property and liability claims, incident reporting, coding of various invoices/bills, reconciliation of departmental petty cash receipts and distribution, and/or the documentation maintenance using the school’s software management system.
Maintains and protects confidential or other sensitive information such as Protective Health Information (PHI) and Personally Identifiable Information (PII) as defined in the Agency’s Information Security Policy.
Distributes all incoming U.S. Postal Service mail utilizing various lists to ensure proper distribution.
Accepts all appropriate incoming packages and notifies receiver of same.
Prepares the outgoing U.S. Postal Service mail by placing the correct amount of postage on the item and by placing stamps on the return envelopes.
Travels to post office as assigned.
Compiles data for informational reports and disseminates same on a routine basis.
Maintains inventory of office and copy machine supplies and requisitions needed items.
Maintains various office records and updates routine lists.
Responsible for the file maintenance and documentation for many areas across the agency. May include bulk filing and scanning.
Maintains updated list of all building staff and maintains in/out status and time of return.
Monitors doors and hallways via internal security systems based on assigned location.
Follows site-based policies to ensure that visitor’s sign-in, show ID, receive badge and are escorted by a staff member to their destination.
Utilizes internal security system to ensure that all visitors enter the building through the appropriate door.
Transmits all outgoing faxes and properly directs all incoming faxes to the appropriate person.
Demonstrates the agency values of integrity, respect, responsibility, trust, teamwork and positive attitude. Learning and honesty in working with students, individuals, families, colleagues and members of our community.
May be transferred to non-primary location/site when coverage is needed/required.
Other duties as assigned.