Program Secretary - Community Services

Lifetime Assistance - Program Secretary

Make an Impact. Create Joy. Shape the Future.

At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job-it's a chance to transform lives, including your own.

Position Overview

Job Title: Program Secretary

Location: Rochester, NY

Department: Community Services

Employment Type: Part-Time, 20 hours/week - Monday-Friday 10am-2pm

Starting Wage: $16.42 - $18.47 per hour

Why You Should Work for Lifetime Assistance?

• No-Premium Health Insurance: Access comprehensive healthcare without added cost.
• Education Support: Access tuition assistance, scholarships - 50% off tuition for two courses per semester plus up to $3,000 Scholarship per semester - plus micro-credential stipends up to a $750 and SUNY partnerships.
• Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career Growth: Clear pathways to advancement, leadership training, and coaching support.
• Work-Life Harmony: Flexible scheduling and generous paid time off ensure sustainable balance.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person - both those we support and our employees alike.
  
  

Your Core Responsibilities

Documentation & Recordkeeping

• Transcribes, types, copies, and files materials for individual records, including but not limited to assessments, review reports, Individual Service Plans (ISPs), face sheets, correspondence, and discharge plans.
• Copies and distributes ISPs and related materials to families, physicians, coordinators, and interdisciplinary team members.
• Establishes and maintains individual case files in accordance with program and agency requirements.
  
  

Administrative Support

• Provides secretarial services to program management and other staff as assigned.
• Types and distributes rosters, attendance records, program reports, review schedules, and other required documents on a weekly, monthly, or as-needed basis.
• Prepares and distributes meeting agendas, correspondence, and reports.
• Attends training sessions and assists in coordinating and tracking staff training compliance.
  
  

Office Operations

• Assists with purchasing by preparing purchase orders and submitting invoices.
• Monitors and maintains office supply inventory and ensures office equipment is in working order.
• Answers and directs incoming phone calls and greets visitors in a professional, courteous manner.
• Coordinates pick-up and distribution of supplies.
  
  

Meeting Support

• Records and distributes meeting minutes as requested.
  
  

Professionalism & Communication

• Interacts with staff, individuals served, and members of the public in a positive, respectful, and professional manner.
• Always maintains a neat and professional appearance.
• Acts as a role model in all interactions and communications.
  
  

General Duties

• Reports barriers to performance and workflow to the supervisor.
• Performs other duties, as assigned.
• Adheres to all agency and program policies and procedures.
  
  

What You Bring

• Minimum of 2 years of secretarial experience required.
• Strong verbal, written, and keyboarding skills.
• Must be computer literate, with proficiency in Microsoft Office Suite (Word, Excel, etc.).
• May be required to meet Lifetime Assistance Inc.'s vehicle operator requirements.
• Demonstrated ability to solve problems using practical reasoning in standardized and unique situations.
• Capable of following complex instructions delivered in written, verbal, diagram, or schedule formats.
• Lift and/or move items weighing up to 35 pounds.
  
  

Our Mission & Culture

• Mission-Driven Work: Empowering individuals to live with independence and purpose-here, your work truly matters.
• Inclusive & Supportive: A workplace built on respect, dignity, and a shared vision of inclusion.
• Community Impact: Join efforts that reflect Lifetime Assistance's dedication to community partnerships and enhanced quality of life for all.
  
  

Are You Ready to Begin?

If you're passionate, caring, and ready to transform lives, including your own, apply today!

Equal Opportunity Employer

Lifetime Assistance is proud to be an Equal Employment Opportunity employer, we celebrate diversity and are committed to inclusive hiring practices without regard to race, religion, gender, age, disability, or other protected characteristics.

"I am part of something bigger… Being a Lifetime Assistance employee means everything to me."

• Kimberly C, Family Coordinator of Community Services, celebrating her 30th year with us