Administrative Assistant

The Arc Jefferson St Lawrence•Watertown, NY

1d•Onsite

About The Position

This position is responsible for updating the MH statistical report (NYESS) mandated by the Department of Labor on a monthly basis (30 hours plus). Serve as the point of contact for program staff. Responsible for managing contract program records. Responsible for accurate typing/filing of program documents.

Requirements

Associate’s Degree in Office Technologies or Business with 1-3 years office administration experience preferred; or High School Diploma with 3-5 years administrative experience.
Excellent data entry skills needed.
Strong organizational and computer skills.
Ability to deal with the public.
Authorized to work in the United States.

Nice To Haves

Receptionist experience preferred.

Responsibilities

Update the MH statistical report (NYESS) mandated by the Department of Labor on a monthly.
Retrieve and input purchase orders from customers.
Serve as the point of contact for program staff.
Responsible for managing contract program records.
Responsible for accurate typing/filing of program documents.
Order and manage office supplies.
Responsible for maintaining Supported Employment Program files (Set up new files, close out old files, update Service Summary Sheets, purge files and place items in second file annually, make file updates, case file Emergency Contact forms, IDF forms in THERAP, etc.).
Maintain system of recording job openings and placements, including the names of person referred and actions taken.
Complete reports on program admissions, discharges, funding changes and forward weekly to the Accounting and Human Resource departments.
Ensure employer satisfaction surveys are sent out timely and maintain outcomes.
Keep track of appointments and relay information to pertinent parties.
Type general correspondence, meeting minutes and letters.
Collect required documents from staff.
Maintain the meeting room calendar.
Responsible for security of file cabinets and file sign-out policy is adhered by staff.
Maintain vehicle sign-out sheets, complete vehicle inventory sheets and collect vehicle mileage monthly.