Administrative Support Assistant

The House of The Good Shepherd•City of Utica, NY

1d•$20 - $22•Onsite

About The Position

The Administrative Support Assistant provides front-desk and routine administrative support at the Lomond Business Office to the Executive Assistant to the CEO, the Chief Executive Officer, and other authorized leaders. The role welcomes visitors, supports meetings and events, maintains office records and supplies, and does not provide direct supervision. The position handles visitor access, calls and shared-mailbox communications, mail and deliveries, routine administrative tasks, document and data uploads, records retrieval and summaries, and support for redactions and records requests. It also helps maintain a safe, orderly reception area and shared spaces while protecting confidential employee, youth, family, and organizational information. The assistant serves as backup to the Executive Assistant to the CEO for routine calendar coordination, meeting scheduling, and other assigned administrative tasks. Other related office-support duties may be assigned consistent with established procedures and access permissions.

Requirements

High school diploma or equivalent required.
Basic computer skills, including Microsoft Outlook, Word, Excel, and Teams, and ability to learn office systems.
Strong customer service, organization, attention to detail, and written and verbal communication skills.
Ability to manage interruptions and competing priorities while remaining calm, accurate, and professional.
Sound judgment regarding visitor access and confidential information, including knowing when to ask for help or report concerns.
Ability to follow procedures, accept direction, and complete assignments reliably.
Ability to travel locally between HGS locations as needed and meet agency driving requirements when operating a vehicle on agency business.
Must complete and maintain legally required, job-related background checks, clearances, credentials, and post-offer health requirements applicable to the position, assigned program, and work location, consistent with applicable law and HGS policy.
Connect assigned work to the safety, dignity, well-being, and service experience of children, families, employees, candidates, visitors, and partners; follow service, safety, privacy, and documentation requirements consistently; demonstrate commitment to HGS's mission, respectful teamwork, and accountability.
Keep commitments, follow policy and legal requirements, document work accurately and on time, protect confidential information, own errors, and promptly report concerns or barriers.
Listen to understand, communicate respectfully and accessibly, share relevant information, complete reliable handoffs, and raise disagreements calmly through the appropriate process.
Check facts, follow established procedures, ask questions when information or authority is unclear, report potential concerns promptly, and use feedback to improve future work.
Prioritize assigned work, prepare next steps, meet deadlines, adapt to changing needs, and seek support before a delay or risk affects others.

Nice To Haves

An associate degree or additional education in office administration, business, communications, or a related field.
At least one year of front desk, customer service, or office experience.
Current New York State Notary Public commission.

Responsibilities

Manage visitor access through the video intercom and entry system, verify visitor identity and purpose, admit authorized visitors, follow sign-in procedures, notify appropriate staff, and arrange coverage for planned absences.
Answer, screen, and route telephone calls and shared-mailbox communications; provide accurate general information without disclosing confidential or protected information.
Monitor the reception area and promptly report safety, security, privacy, or emergency concerns according to approved procedures.
Receive and distribute mail and deliveries; prepare outgoing and interoffice mail and handle confidential or time-sensitive materials according to established procedures.
Assist with meeting and organizational event logistics, including scheduling, room setup, refreshments, technology coordination, and preparation of materials for Board of Directors and other meetings as assigned or needed.
Provide routine administrative support, including scheduling, data entry, correspondence, document preparation, copying, scanning, filing, and updating trackers.
Maintain office and breakroom supplies and orderly shared spaces; order supplies and verify deliveries in accordance with purchasing and approval procedures.
Upload documents and data to approved agency systems and shared drives; maintain accurate records according to record-retention and secure-destruction requirements.
Pull camera footage for investigators as assigned.
Retrieve information from records, email, minutes, and other related documents and prepare written summaries of data when needed.
Support redactions and record support for data needs.
Protect confidential employee, youth, family, and organizational information and limit access to information needed for assigned work.
Serve as backup to the Executive Assistant to the CEO for routine calendar coordination, meeting scheduling, and other assigned administrative tasks.
Perform other related administrative and office support duties as assigned, consistent with established procedures and access permissions.