Administrative Assistant - School Age Program

Developmental Disabilities Institute•Smithtown, NY

11d

About The Position

Under general supervision, the Administrative Assistant provides administrative and staff support to a specified administrator, program, or department. The position requires knowledge of organizational policies and procedures, independent judgment, and the ability to handle work of varying complexity. Duties include coordinating administrative activities, maintaining records, supporting program operations, and helping departmental administrators plan and execute goals. The role may also include executive secretarial services under limited direction.

Requirements

Two years of experience as a secretary or administrative assistant; formal secretarial or office management training may substitute for experience.
Computer skills, including fluency with word-processing and/or data-input applications used in the assigned division.
High interpersonal skills and consistent poise and tact.
Attention to detail and ability to find solutions to administrative problems.
Ability to establish priorities and work with limited direct supervision.
Analytical ability.
Ability to compose, create, and edit written material and communicate effectively orally and in writing.
Excellent knowledge of secretarial office procedures.
Excellent organizational and project coordination skills.
Ability to move, transport, position, or install office equipment weighing up to 15 pounds.
Ability to retrieve and refile charts, communicate by telephone, remain stationary for up to two hours, and detect, observe, perceive, and identify objects on a computer screen.
Empathic, compassionate, and patient; positive, energetic, and enthusiastic; a good communicator and team player; passionate about making a difference.

Responsibilities

Oversee or perform diverse administrative activities, including confidential word processing and data entry; use a computer to enter data and draft, edit, revise, and print letters, tables, reports, and other materials.
Greet and direct visitors; accept, screen, and route telephone calls.
Train lower-level secretarial and clerical staff.
Answer general inquiries about program activities and operations.
Perform staff and operational support activities.
Establish, maintain, process, and update files, records, and other materials; order supplies.
Perform routine analyses and calculations involving files, databases, and recurring reports, such as payroll and time sheets.
Sort, screen, and distribute incoming mail; draft responses to inquiries.
Photocopy and fax materials and operate office equipment.
Assist departmental administrators with problem-solving, project planning and development, and execution of stated goals and objectives.
Administer office operations or a specialized departmental or program function, providing support toward program goals and objectives.
May perform executive secretarial services under limited direction.
Perform other job-related duties as assigned.