Administrative Assistant

The Administrative Assistant relieves management and direct line staff of administrative / clerical work and minor administrative and business functions. Maintains a positive working presentation and relationship with the public/community that promotes a positive agency image by performing the following duties.

Duties and Responsibilities:

• Ensures effective communication across multiple sites to help facilitate day-to-day business matters.
• Responds promptly to incoming guests as appropriate.
• Supports building and staff safety by diligently monitoring security cameras and the visitor login system.
• Answers telephone and provides information/assistance and/or routes calls to appropriate staff members.
• Responds to and/or forwards all incoming emails in a reasonable time frame.
• Takes telephone or visitor messages and delivers them to the appropriate individual(s).
• Operates standard office equipment efficiently, including computer, printer, photocopier, and fax machine.
• Assists with program data entry and reports as requested by management.
• Monitors office supplies and informs the Senior Administrative Assistant of order needs.
• Ensures all conference rooms are neat and clean before and after meetings.
• Ensures that the inside of the building and workspace are clean and clutter-free.
• Maintains master forms designed to enhance efficient office operations by applying knowledge of software applications.
• Manages an updated and accurate calendar and schedules appointments and office meetings as requested.
• Opens, date stamps, sorts and distributes mail within and among all sites.
• Prepares outgoing mail using the postage meter and ensures the meter is up to date with updates and funds at all times.
• Assists program staff with reasonably requested tasks.
• Additional duties may be assigned on an as-needed basis.

Education/Experience:

• Associate's degree (A. A.) or equivalent from two-year college or technical school - OR -
• One to two years related experience and/or training in an office, administrative, or assistant position preferred.
• An equivalent combination of education and experience will also be considered.
• Working knowledge of Microsoft Office Suite, Google Suite, internet and cloud-based software strongly preferred.
• A valid NYS Driver's License is required.

Travel:

• Occasional local travel between agency sites will be required, on an as-needed basis.