Office Assistant

The Arc Jefferson St Lawrence•Canton, NY

6d•Onsite

About The Position

The Office Assistant provides administrative and clerical support to ensure the efficient daily operation of the main office. The role assists with correspondence, answers telephone calls, greets visitors, and supports employees with routine administrative tasks. The position also supports Human Resources, Transportation, and Finance as directed by the relevant department leaders or their designees. The role is based in a professional office environment and follows a Monday–Friday schedule from 7:30 a.m. to 4:00 p.m., with flexibility to meet agency needs. Occasional local travel is required.

Requirements

Authorized to work in the United States.
Highly proficient computer and organizational skills.
Positive communication skills and the ability to interact effectively and confidently with executive management, the public, and business partners.
Competence with Microsoft Office 360 and Zoom, Teams, or other meeting platforms.
Competence in typing reports and documents.
Ability to perform the essential functions through a reasonable combination of education and practical work experience.

Nice To Haves

Associate’s degree in Business or a related field and 1–3 years of office management experience, preferred.
Alternatively, a high school diploma and 5 years of experience with customer service and clerical responsibilities.
General understanding of the agency’s varied supports and services.

Responsibilities

Oversee and support administrative duties in the office and help ensure it operates smoothly.
Monitor phone calls and manage admittance to the administration building.
Manage office supplies inventory and place orders as needed.
Greet visitors and answer and direct phone calls.
Receive and sort incoming mail and deliveries, and manage outgoing mail.
Provide administrative support such as scheduling group meetings, maintaining calendars, conducting research, and creating reports.
Schedule use of the meeting space in the administration building.
Arrange business travel for employees in St. Lawrence County, including travel for training and conferences.
File documents accurately and in a timely manner.
Maintain the confidentiality and security of sensitive documents and records.
Perform daily fingerprinting for Idemia/Identigo.
Assist the Human Resource Department as directed by the Chief Human Resource Officer or designee.
Assist the Transportation department with transportation/transit monies, including daily bank runs and deposits.
Assist the Finance Department as directed by the Chief Fiscal Officer or designee.
Take relevant notes at meetings and produce accurate meeting minutes in a timely manner.