Executive Administrative Assistant & Payroll Administrator

If you are looking for a challenging and rewarding career, Hope House is the place for you! If you are seeking a fulfilling career, with numerous opportunities to make a REAL difference in the lives of people, we want YOU!

Hope House is a substance abuse treatment provider who strives to save lives, recover hope and restore families to those suffering from Substance Abuse Disorder. We are committed to making sure that all staff members feel like they make a difference and are a part of our team!

Hope House Inc. has a reputation as one of the top employers in the Greater Capital Region of New York.

Schedule: This a full-time position, Monday through Friday 8am to 4pm.

Job Status: Full-Time, Non-Exempt / Hourly

Compensation: up to $28.846/hour

Job Duties Include:

• Serve as primary liaison between the President & CEO, the Board of Directors, community representatives, and all Hope House Staff.
• Manage the President & CEO's calendar. Coordinate and prepare for Board meeting including scheduling, meeting preparations, and participant reminders.
• Draft, prepare, and edit communications for the President & CEO including correspondence, memos, policies, and procedures.
• Prepare accurate minutes for Board meetings, Executive Committee meetings, and other assigned meetings.
• Monitor and report weekly program bed census and daily client sign-in information across all programs.
• Assist the President & CEO with the development and implementation of projects and organization initiatives.
• Manage Hope House's social media presence and maintain the organization's website.
• Assist with coordinating annual fundraising events including attending planning meetings, tracking registrations, and managing payments.
• Coordinate with program managers to transfer case records for discharged clients and ensure proper organization, retention, and disposal of outdated records in accordance with agency policies.
• Process biweekly payroll including reviewing payroll and timekeeping information, processing HSA deductions, and distributing payroll reports. Assist management with timekeeping procedures and provide payroll documentation as needed for audits.
• Answer phone calls, direct visitors, and take messages as needed.
• Other duties as assigned.

Requirements

Education:

Associate degree at a minimum in business administration, office administration, or a related field preferred; equivalent relevant work experience may be considered in lieu of a degree.

Experience:

• Minimum of three years of administrative support experience, preferably supporting senior leadership or an executive team.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, with strong computer skills and attention to detail.
• Excellent organizational, written, and verbal communication skills, with the ability to manage multiple priorities and meet deadlines.
• Ability to exercise discretion, maintain confidentiality, and handle sensitive information professionally.
• Strong problem-solving skills, sound judgment, and the ability to work independently and collaboratively with staff, leadership, Board members, and external contacts.
• Ability to learn payroll processing, timekeeping procedures, and related software and systems.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. It is the policy of Hope House to provide equal employment opportunity to all applicants and employees without regard to race, sex, color, religion, national origin, age, disability, or veteran status.

Benefits

• 11 paid holidays per calendar year
• Vacation, Personal, and Sick Time (up to 200 hours per year to start)
• Medical, Dental, & Vision Insurance
• Flexible Savings Account & Health Savings Account depending on medical plan
• AFLAC Supplemental Benefits
• Benefit Buyout option if coverage is waived
• Voluntary Short-Term Disability & Life Insurance
• Company paid Life Insurance Policy at two times annual salary
• Company funded Retirement Plan
• 401k option to further save for retirement
• Tuition Reimbursement Program
• Partnership with Maria College (https://mariacollege.edu/admissions/tuition-partnerships/hope-house) – 40% discount on the CASAC program and various bachelor degree programs for employees, spouses, domestic partners, and dependents
• Assistance with CASAC and/or Licensing Applications/Exam
• EAP Program for you and your family
• Legal/ID Shield Insurance