Program Secretary

Lifetime Assistance Inc. • Rochester, NY

40d • $16 - $18 • Onsite

About The Position

At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job-it's a chance to transform lives, including your own. Position Overview: Job Title: Program Secretary Location: Rochester, NY Department: Residential Employment Type: Full Time - Days, 8am-4:30pm Starting Wage: $16 - $18 per hour Why You Should Work for Lifetime Assistance? No-Premium Health Insurance: Access comprehensive healthcare without added cost. Education Support: Access tuition assistance, scholarships - 50% off tuition for two courses per semester plus up to $3,000 Scholarship per semester - plus micro-credential stipends up to a $750 and SUNY partnerships. Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training. Career Growth: Clear pathways to advancement, leadership training, and coaching support. Work-Life Harmony: Flexible scheduling and generous paid time off ensure sustainable balance. Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person - both those we support and our employees alike.

Requirements

• Minimum of 2 years of secretarial experience required.
• Strong verbal, written, and keyboarding skills.
• Must be computer literate, with proficiency in Microsoft Office Suite (Word, Excel, etc.).
• May be required to meet Lifetime Assistance Inc.'s vehicle operator requirements.
• Demonstrated ability to solve problems using practical reasoning in standardized and unique situations.
• Capable of following complex instructions delivered in written, verbal, diagram, or schedule formats.
• Lift and/or move items weighing up to 35 pounds.

Responsibilities

• Transcribes, types, copies, and files materials for individual records, including but not limited to assessments, review reports, Individual Service Plans (ISPs), face sheets, correspondence, and discharge plans.
• Copies and distributes ISPs and related materials to families, physicians, coordinators, and interdisciplinary team members.
• Establishes and maintains individual case files in accordance with program and agency requirements.
• Provides secretarial services to program management and other staff as assigned.
• Types and distributes rosters, attendance records, program reports, review schedules, and other required documents on a weekly, monthly, or as-needed basis.
• Prepares and distributes meeting agendas, correspondence, and reports.
• Attends training sessions and assists in coordinating and tracking staff training compliance.
• Assists with purchasing by preparing purchase orders and submitting invoices.
• Monitors and maintains office supply inventory and ensures office equipment is in working order.
• Answers and directs incoming phone calls and greets visitors in a professional, courteous manner.
• Coordinates pick-up and distribution of supplies.
• Records and distributes meeting minutes as requested.
• Interacts with staff, individuals served, and members of the public in a positive, respectful, and professional manner.
• Always maintains a neat and professional appearance.
• Acts as a role model in all interactions and communications.
• Reports barriers to performance and workflow to the supervisor.
• Performs other duties, as assigned.
• Adheres to all agency and program policies and procedures.

Benefits

• No-Premium Health Insurance: Access comprehensive healthcare without added cost.
• Education Support: Access tuition assistance, scholarships - 50% off tuition for two courses per semester plus up to $3,000 Scholarship per semester - plus micro-credential stipends up to a $750 and SUNY partnerships.
• Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career Growth: Clear pathways to advancement, leadership training, and coaching support.
• Work-Life Harmony: Flexible scheduling and generous paid time off ensure sustainable balance.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person - both those we support and our employees alike.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Nursing and Residential Care Facilities
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees