Admin I - Chili, NY

Lifetime Assistance Inc.; City of Rochester (NY); On-site; USD 20,000 - 29,000; Full time

Benefits offered by this job

No-Premium Health Insurance

Education Support

Paid Training & Coaching

Career Growth

Work-Life Harmony

Caring Culture

Job summary

Lifetime Assistance, Inc. in Rochester, NY is seeking an Administrative Assistant I for Day Services. The role focuses on clerical support, file management, attendance records, and coordinating program documentation to ensure accurate service delivery.

You will greet visitors, answer calls, process orders, and assist with meeting minutes while upholding HIPAA and Medicaid compliance. This position offers full-time hours and a starting wage of $18 per hour.

Qualifications

• Minimum 2 years of secretarial or clerical experience required.
• Associate’s degree in Secretarial Science or related field preferred.
• Proficiency in Microsoft Word, Excel, and Access required.
• Strong written and verbal communication skills and attention to detail.

Responsibilities

• Prepare and distribute correspondence, reports, rosters, and program documentation.
• Maintain organized filing systems and accurate program records.
• Answer incoming calls and greet visitors professionally.
• Sort and distribute incoming mail to program staff.
• Monitor office supply inventory and notify leadership when replenishment is needed.
• Submit daily attendance records to support accurate billing.
• Assist with purchase orders and tracking system updates.
• Attend meetings and record minutes; distribute and follow up on actions.

Skills

Strong written and verbal comms skills

Organizational skills

Reading instructions

Education

Associate’s degree in Secretarial Science or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

• Administrative Assistant
• Full-Time
• Requisition #: ADMIN003064

Description

Lifetime Assistance – Admin I: Day Services
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: Admin I – Day Services
Location: Rochester, NY 14624
Department: Day Services
Reports To: Community Integration Coordinator (CIC)
Employment Type: Full-Time, Non-Exempt
Starting Wage: $18/hour
Schedule: Monday - Friday 7:30am-4:00PM

Why You Should Work for Lifetime Assistance?

• No-Premium Health Insurance: Access comprehensive healthcare without added cost.
• Education Support: 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 $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: Generous paid time off and supportive scheduling.
• 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: Administrative & Office Support

• Prepare and distribute correspondence, reports, rosters, and program documentation.
• Maintain organized filing systems and accurate program records.
• Answer incoming calls and greet visitors in a professional and welcoming manner.
• Sort and distribute incoming mail to appropriate program staff.
• Monitor office supply inventory and notify leadership when equipment or materials need maintenance or replenishment.
• Receive and submit daily attendance records to the Business Office to support accurate and timely service billing.
• Assign and distribute purchase orders for program sites.
• Assist with maintaining and updating the purchase order tracking system.

Meeting & Administrative Coordination

• Attend meetings as requested and record meeting minutes.
• Distribute finalized meeting minutes and assist with follow-up administrative tasks.

Compliance & Program Support

• Support the Community Integration Coordinator with program-related administrative tasks.
• Maintain compliance with agency policies and regulatory requirements including OMR/DD, Medicaid, and HIPAA standards.
• Represent the program professionally in all internal and external communications.

What You Bring: Education & Experience

• Minimum 2 years of secretarial or clerical experience required.
• Associate’s degree in Secretarial Science or a related field preferred.
• Proficiency in Microsoft Word, Excel, and Access required.

Communication & Interpersonal Skills

• Ability to read and interpret written instructions and correspondence.
• Strong written and verbal communication skills.
• Comfortable interacting with staff, program participants, and visitors in both individual and small group settings.

Problem Solving & Organization

• Ability to follow written, oral, and diagram-based instructions.
• Strong organizational skills and attention to detail.
• Ability to resolve routine administrative challenges using sound judgment.

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 a compassionate leader ready to take the next step in your human services career, apply today and join us in building lives of independence one person at a time.

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

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.