Administrative Assistant

Person Centered Services Care Coordination Organization, LLC; Buffalo (NY); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

PTO 20 days

Holidays 13

Health insurance

401(k) match

Life insurance

Wellness program

Wellness hours

Mentorship program

Job summary

Person Centered Services is seeking an Administrative Assistant to support the 560 Delaware location with in-office operations. This full-time role handles mail, phone, visitors, deliveries, and data entry to keep daily operations running smoothly.

You will collaborate with multiple departments, develop SOPs, and assist with special projects while maintaining confidentiality and professional standards.

Qualifications

• High school diploma or equivalent required or preferred.
• One year of clerical or administrative experience preferred.
• Familiarity with I/DD provider agencies, OPWDD, or Health Homes preferred.

Responsibilities

• Screen, welcome and direct visitors and vendors at the Administrative Services office (560 Delaware).
• Handle deliveries and incoming/outgoing mail, faxes, and packages.
• Provide data entry and document preparation support to departments as needed.
• Collaborate with internal and external stakeholders effectively.
• Support project work, including research, documentation and process improvement.
• Help develop SOPs and maintain internal tracking tools and checklists.

Skills

Autonomy

Microsoft Office

Confidentiality

Cultural competency

Ethical professionalism

Prioritization

Proactivity

Problem solving

Time management

Multitasking

Communication

Teamwork

Office procedures

Education

High school diploma or equivalent

1 year clerical/admin experience preferred

Familiarity with I/DD/OPWDD/Health Homes preferred

Tools

Microsoft Office

Job description

Why Work For Person Centered Services?

When you join the Person Centered Services team, you can make a difference in the lives of people with intellectual and developmental disabilities, while also reaching your own career goals.

Benefits For Full-time Positions Include

• 20 Days of paid time off (PTO) in your first year! Increasing to 25 Days in your second year!
• 13 Paid Holidays
• Comprehensive health insurance plans for you to choose what best fits your needs (Medical, Dental & Vision)
• 401(k) - the Company matches 50% of the first 6% up to a maximum of 3%
• Company paid benefits: basic life insurance, long-term disability, and a Lifestyle Spending Account with a benefit of up to $500 set aside for employees to spend on wellness eligible expenses!
• Employee Discount and Wellness Programs - Currently providing 3 paid hours per week for exercise, volunteering or personal wellness!
• Professional development opportunities including mentorship program options and ongoing coaching

New Employee Orientation (NEO)

• All new team members participate in NEO offered Monday - Friday both onsite and online.
• Day one includes in-person training at our West Seneca, NY office, where new team members are introduced to our culture, values, and the foundation of Care Coordination.

Administrative Assistant

(NON-REMOTE)

Job Summary

The Administrative Assistant provides support to administrative teams primarily assigned to the 560 Delaware location. This role requires full-time, in-office presence Monday through Friday to ensure consistent support for daily operations, unless otherwise stated or approved by the leader. Key responsibilities include processing incoming communication (mail, emails, phone calls, visitors, etc.), managing location access and handling deliveries. Additional support tasks may be assigned based on the needs of various special projects.

Essential Functions

• Screen, welcome and direct visitors and vendors at the Administrative Services office (560 Delaware).
• Ensure deliveries are received and appropriately handled.
• Responsible for receiving and distributing confidential organizational mail, faxes, letters, packages, memos, etc.
• Gather, process and facilitate the pickup of outgoing mail, parcels and packages.
• Provide administrative support including data entry and document preparation to assigned departments as needed.
• Communicate and collaborate with internal and external stakeholders effectively, including the public and the people we support.
• Support project based work including research, documentation and process improvement initiatives.
• Partner with departments to identify reoccurring administrative and operational responsibilities that can be standardized. Independently learn assigned processes, collaborate with stakeholders, and create clear, accurate Standard Operating Procedures (SOPs) to support ongoing operations and continuity.
• Help develop and maintain internal tracking tools and checklists for administrative related workflows.
• Manage inventory and ordering of office and break room supplies.
• Maintain the organization, cleanliness, and professional appearance of the office and breakroom areas, beyond services provided by the janitorial staff.
• Uphold confidentiality and professionalism while working closely with leadership on sensitive matters.
• Collaborate cross-functionally with Property Operations and other departments to ensure execution of administrative priorities.

Other Duties

• Commits to a respectful, just, and supportive environment for individuals and team members aligning with the organization’s commitment to include and belonging.
• Other duties as necessary or assigned.

Knowledge, Skills & Abilities

• Ability to work autonomously with minimal supervision.
• Basic proficiency with Microsoft Office suite, especially Word and Excel.
• Ability to keep sensitive and privileged information confidential.
• Demonstrates cultural competency.
• Demonstrates ethical and professional responsibilities and boundaries.
• Ability to prioritize and manage multiple projects simultaneously.
• Proactively approaches professional responsibilities.
• Strong problem-solving skills.
• Completes work in a timely manner.
• Ability to multitask.
• Ability to follow oral and written directions.
• Ability to work independently and in a team setting.
• Knowledge of office procedures and equipment.

Education & Experience

• High school diploma or equivalent.
• One year of clerical or administrative experience preferred.
• Familiarity with I/DD provider agencies, OPWDD, or Health Homes preferred.

Person Centered Services has a commitment to equal employment opportunity for all staff and applicants for employment. Employment decisions including, but not limited to, those such as staff selection, performance evaluation, administration of benefits, working conditions, staff programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical hereditary cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.