ADMINISTRATIVE ASSISTANT

Mary Cariola Childrens Center, Inc.; City of Rochester (NY); On-site; USD 23,000 - 30,000; Full time

Job summary

Mary Cariola Center, Inc. in New York is seeking an organized Program Secretary/Administrative Specialist to support school operations.

Responsibilities include scheduling, document management, and coordinating with districts and internal teams to maintain accurate student records. The role requires strong computer skills, proficient word processing, and the ability to communicate clearly with staff, families, and executives.

Qualifications

• Must have a high school diploma or equivalency.
• Minimum of two years of related experience or training, or equivalent combination of education and experience.
• Experience with word processing, Excel, and email applications is preferred.

Responsibilities

• Supports program secretary duties including scheduling and distributing notes/minutes.
• Manages student information and documents per regulations and agency procedures; communicates with districts and internal teams.
• Answers a multi-line phone system, greets visitors, handles attendance data, and coordinates system notifications when needed.
• Performs other administrative tasks as assigned by supervisors.

Skills

Computer skills

Written communication

Confidentiality

Education

High School diploma or equivalency

Tools

Microsoft 365

Job description

Job Category: Educational Services/Support

Requisition Number: ADMIN001928

• Posted : October 15, 2026
• Full-Time

Locations

Showing 1 location

Description

Pay Rate: $17.34 - $21.84 per hour.

Pay within this range is based on experience and education

DEI Values Statement:

Mary Cariola Center recognized that a high performing organization is one that cultivates a culture where everyone feels like they belong. Through continued dialogue, education, a policy development, we are committed to integrating Diversity, Equity, Access and Inclusion into all aspects of our work. As an agency found on principles of inclusion, Mary Cariola Center fosters an environment where all are welcome, and our differences are respected and valued.

ESSENTIAL DUTIES AND RESPONSIBILITIES

General Professionalism:

• Demonstrates sensitivity and cultural diversity of others.
• Displays personal behavior and standards that align with our Agency values when working with students, parents, and Agency personnel.
• Aligns all actions and behaviors with the Agency’s DEI values statement and beliefs.
• Models and promotes awareness and understanding of various cultures, backgrounds, experiences, orientations, and religion.
• Fully engages in essential responsibilities of the position, necessary training, and required meetings.
• Follows and implements all Agency policies, procedures and/or processes.
• Follows school safety plans including the use of secure doors, issuing visitor badges, and verifying identification documents.
• Uses effective communication skills when addressing students, staff, parents, and the community including but not limited to appropriate vocabulary in both written and oral form.
• Displays the highest ethical and professional behavior and standards when working with students, parents, stakeholders, and Agency personnel.
• Provides safe, attractive, organized, functional, healthy, and clean work environments for staff and students.

Program Secretary Duties

• Uses technology such as Microsoft 350 and other applications.
• Completes copying and mailing as directed.
• Schedules meetings on the supervisors’ Outlook calendars. Records and distributes notes and minutes during Building Operations and other program meetings.
• Creates letters, reports, forms, newsletters, flyers, and other related materials as requested with the ability to produce errorless documents. This includes the use of online applications.
• Facilitates ordering and delivery of office supplies, and copier/printer supplies.
• Manages faxes.
• Delivers and picks up materials which are distributed between locations.
• Manages keys as required.
• Participates in program secretary’s meetings as scheduled.

Student Information and Documentation

• Manages student information and documents in compliance with regulations and Mary Cariola procedures.
• After training, creates, maintains, and manages student information in students’ paper Central Files, online data systems, and applications (such as Frontline or the Preschool Portal). Communicates with districts/counties and internal teams to track IEP issues, changes, and finalization. Shares student documents, requests, and consents as appropriate. Prints and distributes quarterly Progress Notes.
• Manages referrals to program, intake packets and related processes including communication with counties/districts, families, and internal team.
• Creates and accurately maintains student central files. Prepares central files for CSE/CPSE meetings, transition to another program or archives. Ensure central files are secure and accessed only as appropriate.
• Maintains a spreadsheet of CSE/CPSE meetings and communicates with students’ teams about meetings, notifications, and documentation due dates.
• Schedules tours, meetings, and visits with families, school districts, counties and/or other organizations/individuals as directed.
• Classroom Support
  • Assists with timecards and timecard adjustments for staff supervised by the Vice Principal and Principal, or Assistant Preschool Director and Preschool Director.
  • Manages classroom lending libraries for iPads, tablets, iPad carts or other technology. Ensure that technology is clean, charged, and secure.
  • Assists with classroom staff coverage coordination.
• Performs other tasks assigned by the Superintendent, Principal, or Director.

Reception Coverage

• Answer a multi-line phone system, direct calls to the appropriate party, or take messages.
• Interacts with people on the telephone and personally in a responsive and appropriate manner while also accurately performing job tasks.
• Collects, enters, and disseminates student and staff attendance data.
• Answers emergency calls for nursing and behavioral support. Acts calmly and quickly to dispatch teams to the location of emergency.
• Use the paging system, call board, and intra-school direct connect (walkie talkie) phones to provide information to classrooms.
• Creates a positive environment by welcoming visitors in person or on the telephone.
• Connects visitors to appropriate Mary Cariola Staff in manners that are consistent with our internal procedures.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The person must be detail-oriented, able to multi-task, prioritize department needs, be highly organized, be flexible, and maintain a high level of confidentiality. To perform this job successfully, this individual must be proficient in computer skills and written and verbal communication skills.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KEY TRAITS

• Perform emergency response duties as assigned.
• Ability to quickly learn, absorb, process, and apply information.
• Strong listening and oral communication skills.
• Sound academic skills—reading, writing, typing, and computation.
• Adaptability, creative thinking, and problem solving.
• Openness to change.
• Ability to self-manage time to complete tasks.
• Effective in and with groups; interpersonal, negotiation, and teamwork skills.

EDUCATION and/or EXPERIENCE

Applicants must be able to demonstrate they have achieved a Local/Regents High School diploma or Equivalency Diploma issued by a local school district or State Education Department. This achievement will be verified directly with the issuing entity. Previous experience or specialized training in computers, demonstrating competence with word processing, excel, and email applications, preferred. A minimum of two (2) years of related experience and/or training, or equivalent combination of education and experience.

Priority given to candidates with previous experience working with people with disabilities.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, safety rules, operating and maintenance instructions, procedures manuals, and memos. Ability to write simple correspondence and routine reports. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; talk and hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to stand, walk, sit, stoop, or kneel. The employee must regularly lift and/or move up to 50 pounds, frequently lift and/or move up to 50 pounds, and occasionally move up to 100 pounds. Specific vision abilities required by this job include close vision, and distance vision

EEO Statement:

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, domestic violence victim status, veteran or disability status.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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.