Day Hab Elba - Administrative Assistant - FT - GLOW

Start a fulfilling career that makes a difference in the lives of people with disabilities and their families. We have a variety of full and part-time jobs available and are looking for candidates who are eager to learn. Our employees receive a range of benefits including health insurance, company-paid life insurance, 401K, generous paid time-off and continuing education support!

Summary:
To perform administrative support to the day habilitation team

Essential Functions:

• Performs receptionist duties for all visitors of Elba Day Habilitation and updates signage or front office screening forms as needed. Screens visitors to building.
• Answer phones and takes messages for all staff at the Elba Day Habilitation site.
• Assists with filing in main file records and medical records.
• Updates individuals’ file information and emergency information as needed.
• Checks incoming mail and distributes both external and interagency mail to appropriate parties.
• Maintains documentation of transportation times, arrival and departure times, as assigned.
• Provides secretarial support to Director, Coordinator, QA Manager and others as assigned, to include but not limited to typing, copying and dissemination of materials.
• Monitors office supplies and equipment and takes periodic inventory of such items. Orders items as needed and tracks receipts.
• Schedules applicant interviews as assigned.
• Assists with the maintenance and replenishment of petty cash.
• Assists with communication of inter-office information, as assigned and as appropriate.
• Complete data entry and uploading of documents as assigned.
• Assists in researching social and recreational activities as assigned.
• Attends meetings for the purpose of taking and transcribing minutes when requested.
• Maintains organized archived filing system of purged materials.
• Maintains confidentiality
• Punctuality and attendance during scheduled work hours are essential functions of this position.
• Support the mission of Arc GLOW be ensuring operational excellence and compliance that enables our team to provide high-quality, individualized supports.
• Performs any other duties as requested.

Non-Essential Functions:

• Represent Arc GLOW in a professional manner.
• Participates in corporate compliance and quality assurance activities as required
• All other related duties as assigned.

Reporting Responsibilities

Reports to:
Supervisory Responsibilities: None exercised

Knowledge, Skills & Abilities:

• Excellent computer and telephone skills, Computer programs include Microsoft suite of products
• Ability to learn other computer programs and online portals
• Proficient in troubleshooting office equipment, including copiers and postage machine

Excellent oral and written communication skills. Must be able to effectively deal and communicate with staff, directors and visitors.

• Ability to resolve customer needs in a positive manner and maintain composure under pressure.
• Must have strong organizational and interpersonal skills
• Valid NYS driver’s license with safe driving record per agency policy is required.

Physical Requirements:

• Ability to use standard office equipment including personal computer, phone, fax, copier, etc.
• Ability to speak, listen and sit. Must be able to lift at least 20 lbs.

Working Conditions:

• Working conditions are normal for an office environment. May be required to travel to other agency locations.

Minimum Qualifications:

• High school diploma or equivalent with two (2) years’ experience as a receptionist and/or administrative assistant.