Administrative Assistant

Administrative Assistant
FT (40 hours per week)
Schedule: Monday through Friday, Occasional Saturdays (hours TBD (Some evenings)
Location: 201 S Union Street Olean, NY 14760

The Office Administrative Assistant provides comprehensive administrative and organizational support while serving as the first point of contact for the Agency. This role interacts daily with clients, visitors, staff, and community partners, managing scheduling, records, and front-desk operations. The position supports a welcoming, confidential, and client-centered environment that promotes comfort, trust, and high-quality service delivery.

Essential Duties and Responsibilities

• Answer a multi-line telephone system promptly and courteously; take accurate messages, respond to inquiries, provide customer service, and route calls appropriately while maintaining confidentiality.
• Serve as the primary initial point of contact for the Agency, including completing full intake processes for individuals requesting initial appointments.
• Manage and maintain an organized appointment calendar; schedule, confirm, and check clients in for medical and evaluation appointments while accurately updating client information in the database.
• Collect client fees and reconcile daily payments against route slips; report and resolve discrepancies as needed.
• Maintain organized, accurate, and accessible client files, including updating information, creating new files, and purging or archiving records in accordance with retention guidelines.
• Receive, process, and distribute official documents from DSS, Probation, Parole, and other institutions; prepare required monthly OASAS reports.
• Prepare paperwork, supplies, and receptacles for toxicology screenings and ensure specimens are properly prepared for laboratory submission.
• Prepare receipts (route slips) and all required documentation for client appointments.
• Complete admissions and discharges in the OASAS database as assigned.
• Assess self-pay client fee schedules as assigned.

Secondary Functions

• Maintain office supply inventory; order, receive, and stock supplies as needed.
• Provide general administrative support to staff and perform other related duties as assigned.
• Serve as backup office support for the Sayre clinic as needed.

Physical Demands

• Prolonged computer use, including keyboard and mouse operation; visual and auditory acuity required.
• Ability to move up to 50 pounds and occasionally lift up to 30 pounds.

Work Environment

• Work is performed in a standard office setting.
• The employee must comply with strict policies regarding a tobacco- and alcohol-free workplace.

Knowledge, Skills, and Abilities

• Strong written and verbal communication skills with high attention to accuracy.
• Ability to effectively manage and route calls using a multi-line phone system.
• Excellent customer service skills with a consistently professional, client-focused demeanor.
• Basic math skills, including addition, subtraction, multiplication, and division.
• Strong organizational skills with the ability to maintain accurate records.
• Proficiency with computers and database systems.
• Ability to exercise sound judgment, discretion, and maintain strict client confidentiality.

Qualifications

Education

• Required: High School Diploma or GED
• Preferred: Associate’s Degree

Experience

• Required: Previous experience in general business, clerical, and/or customer service roles.
• Familiarity with common office equipment, including multi-line telephone systems, copy/fax machines, calculators, computers/printers, and shredders.

License

• Valid driver’s license required.

This job description is intended to provide a description of essential job functions that are used in order to assess employee performance. It is not an all inclusive statement of job responsibilities.

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Job Type: Full-time

Pay: $16.00 - $17.50 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 2 years (Required)
• Customer service: 2 years (Preferred)
• Multi-line phone systems: 2 years (Preferred)
• Microsoft Office: 2 years (Preferred)
• EMR systems: 1 year (Preferred)

License/Certification:

• Driver's License (Required)

Work Location: In person

Salary : $16 - $18