Administrative Assistant

JOB TITLE Administrative Assistant 

DEPARTMENT Rep Payee Department

FLSA CLASSIFICATION Non-Exempt

REPORTS TO  Program Director 

DATE June 2026

JOB SUMMARY

The primary goal is to convey a professional and compassionate image of the Representative Payee program while assisting with daily functioning of the program. The first point of contact (in person or via telephone) for all visitors. 

ESSENTIAL JOB FUNCTIONS

• Welcome visitors, determine their needs, answer questions, etc.
• Answer, respond to phone calls and direct the calls to the appropriate contact. 
• Maintain office machines, monitor copy-paper supply and restock office supplies. 
• Assist with the organization of documents, files, meeting materials etc. 
• Record filing and sending record requests to outside providers. 
• Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food and set up).
• Maintain confidentiality of all client information. 
• Monitor visitors, visitor sign in book and camera screens. 
• Manage the incoming/outgoing mail process.
• Abide by all Mission and program and safety policies, procedures and guidelines.
• Attend and participate in meetings and trainings as requested by supervisor.
• Annual mandatory trainings.
• All other duties as requested by your supervisor.

MINIMUM JOB QUALIFICATIONS 

• High School Diploma or equivalent.
• Intermediate knowledge of Microsoft Word, Excel and Outlook.
• Familiarity with databases.
• (1) year of experience working with special populations in the area of substance use disorder, homelessness and mental illness. 
• Current, clean and valid New York State driver’s license, preferred.
• Enthusiastic support of our Mission Statement.

CORE COMPETENCIES

• Maintain a professional and approachable attitude on the Mission campus.

• Strong interpersonal communication skills.

• Strong analytical and quantitative skills.
• Self-starter / Self-motivated.
• Pays attention to details.
• Ability to balance multiple priorities and prioritize.
• Understanding of accounting practices.
• Team player.
• Organizational skills.

Status/Hours: Full Time, Monday -- Friday– 32 hours per week

Pay Rate: $16.00-17.00 

Benefits: We offer a comprehensive benefit package for eligible employees to include medical, dental, life insurance, 401(k), voluntary benefits, paid time off, holidays and paid training.

The Rescue Mission of Utica is an equal opportunity employer encouraging individuals with disabilities and veterans to apply.