Admin Assistant

Ecumen; Town of Florida (NY); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Flexible spending account

Health savings account

Paid time off

401(k) match

Job summary

Ecumen is seeking a Full Time Administrative Assistant to provide confidential, professional support to the executive director and supervisory staff. The role includes correspondence, data entry, receipts, and filing, with Monday–Friday 8:30am–5:00pm hours.

The position supports a nonprofit senior living provider with a focus on privacy, accuracy, and efficient office operations. Relevant experience and a strong service mindset are valued.

Qualifications

• High School diploma or GED required.
• Excellent customer service and phone skills.
• Ability to communicate effectively both verbal and written.
• Proficient with Microsoft Office Suite.
• Ability to meet deadlines despite distractions and interruptions.
• Ability to follow all safety rules, regulations, policies and procedures.

Responsibilities

• Answers the phone politely and attentively, screens calls, routes calls, and takes messages for residents and staff.
• Composes, types, copies, and disseminates reports, documents, and correspondence; provides clerical assistance as directed.
• Organizes and maintains filing systems including medical charts and records.
• Sends and receives fax transmissions.
• Assists with inventory control and purchasing of medical and office supplies.
• Conducts projects and performs other duties as assigned.

Skills

Customer service

Phone skills

Verbal communication

Written communication

Microsoft Office

Deadline management

Policy compliance

Education

High School diploma or GED

Tools

Microsoft Office Suite

Job description

Full Time Administrative Assistant l 40 hours/week l Monday - Friday 8:30am - 5:00pm

The Administrative Assistant is responsible for providing confidential, professional administrative support while working in accordance with established policies, procedures, and/or specific instructions from the executive director and/or delegated supervisor. This position is also responsible for sending out correspondence, data entry, issuing receipts as applicable, assisting with administrative projects, and filing.

About Us:

Join Ecumen, a leading nonprofit senior living provider committed to advocating for older adults through exceptional housing, compassionate healthcare, and innovative services. With over 160 years of experience, we proudly rank as Minnesota’s 8th largest senior living organization. Be part of a team that makes a meaningful impact, supporting our mission to serve older adults, while fostering inclusivity and belonging in everything we do.

Pay:

The targeted pay range for this job is $22.50 - $25.00 per hour. Ecumen considers a variety of factors when determining new hire pay including experience, qualifications, and, when applicable, certifications, licenses, and education.

Benefits:

Ecumen offers a comprehensive benefits package to our full-time team members including medical, dental, vision, flexible spending and health savings accounts, life & disability insurance, paid time off benefits, a generous 6% 401(k) match, and other well-being resources. Learn more at https://www.ecumen.org/find-a-career/benefits/.

Essential Job Responsibilities:

1. Answers the phone politely and attentively, screens calls, routes calls, and takes messages for residents and staff.
2. Composes, types, copies, and disseminates special reports, documents, correspondence, and provides clerical assistance as directed from various departments and staff.
3. Organizes and maintains filing systems including assembling medical charts, organizing and purging medical records.
4. Sends and receives fax transmissions.
5. Assists with inventory control and purchasing and ordering medical and office supplies.
6. Conducts projects.
7. Performs other duties as assigned.

Minimum Required Qualifications:

• High School diploma or GED equivalent
• Excellent customer service and phone skills
• Ability to communicate effectively both verbal and written
• Proficient with Microsoft Office Suite
• Ability to meet deadlines despite distractions and interruptions
• Ability to follow all safety rules, regulations, policies and procedures of the facility including but not limited to: Vulnerable Adult and Abuse Policy, HIPAA, Resident’s Bill of Rights, Universal Precaution, AWAIR, OSHA, Right to know, SDS, ADA, HUD Policy and Procedures, Fair Housing laws and regulations

Preferred Qualifications:

• Prior customer service experience preferred
• Experience working with seniors
• Must be able prioritize and organize work effectively and efficiently
• Must be able to work independently and must be a self-starter
• Must be able to maintain confidential treatment of information and communications