We are immediately hiring in Rochester, NY! Join us at Easterseals NY for an exciting career as an Administrative Assistant at the Kessler Center.

Salary Range: $18.00-$24.00/hr.

Mission: Easterseals New York's mission is to spread help, hope and answers-http://www.easterseals.com/newyork/our-programs/

Easterseals is a standard-bearer for creating equity and access for people with disabilities and other barriers to long term self-sufficiency. For 100 years, Easterseals has been an indispensable resource for people and families living with disabilities. Throughout all life's moments -- from the extraordinary to the ordinary and everything in between -- Easterseals is here to help people and families realize and reach for their full potential.

Position Summary:
Perform a variety of administrative and staff support duties in a residential special education school and in support of the entire agency. This position requires a range of skills and knowledge of organizational and regulatory body policies and procedures.

Essential Job Functions:

1. Prepare, file, and maintain confidential documents related to budget, operational, client and personnel issues in an orderly fashion, accessible to authorized staff and with appropriate discretion.

2. Coordinate records requests, meetings, phone conferences and similar with school districts, community providers, and government agencies.

3. Take minutes of various meetings as requested.

4. Support transportation for day students including monitoring and reporting on arriving and departing buses, coordination with transportation departments, families, and community based residential homes.

5. Monitor entrance and exit from buildings by staff, clients, and community members including security procedures at the main office.

6. Assist with proper implementation of Fire Drill/Emergency procedures as directed.

7. Answer and direct telephone calls, greet and announce visitors.

8. Maintain attendance records, contact families of absent students, and coordinate with billing.

9. Support purchasing, billing, receipts and monitor and maintain various accounts such as petty cash and Wegmans accounts. Ensure required policy and procedures are being implemented.

10. Assist Residential Manager and Principal with parent communication for Kessler Residential Programs, including but not limited to memos on staffing, program changes and contact lists.

11. Receive staff call off notifications and inform administration of such in a timely manner to ensure appropriate supervision levels.

12. Maintain custodial logs and follow up with concerns when appropriate.

13. Maintain van logs and follow up with appropriate administration regarding staff reported safety concerns.

14. Assist Principal with data entry, including but not limited to RIA forms.

15. Support the IEP Coordinator with progress reports and other mailings to districts and families.

16. Receive and distribute incoming mail to staff and clients. Assist with mailings and outgoing mail needs of all staff.

17. Distribute information and/or documentation that may be confidential in nature to appropriate staff within the agency or outside contacts as directed. Maintain HIPAA and FERPA confidentiality requirements for all client documents and information.

18. Maintain confidentiality and demonstrate appropriate discretion when representing or acting as a liaison for the supervisor with visitors and/or telephone contacts.

19. Type reports and correspondence within the established time frames as requested by the supervisor and/or other staff as appropriate.

20. Maintain pleasant and appropriate interactions with program participants, visitors, home providers and agency staff.

21. Coordinate systems involving business functions as appropriate to facilitate the timely exchange of information.

22. Maintain records related to assigned responsibilities.

23. Obtain information, files and additional documentation needed to prepare for meetings and presentations.

24. Manage and record keys, supplies, and equipment for program and/or departments.

25. Prepare purchase orders for vendors and staff and assist with coding and processing invoices.

26. Learn, maintain, and support treatment plans for clients during all interactions with clients, families, and community partners.

27. Understand the nature, purpose, and philosophy of the programs and agency to represent the agency and coordinate care for staff, clients, and community members.

28. Perform additional duties as requested. 

Experience and Education:

• High school, two (2) years of business college or similar preferred
• Four (4) years of directly related experience preferred
• Working knowledge of office methods, practices and operation of standard office equipment
• Computer proficiency specifically with Microsoft Office products (Outlook, Word, Excel, Teams) and internet access
• Valid driver's license and reliable transportation

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Equal Opportunity Employer

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