Administrative Assistant

AIM Services Inc; City of Saratoga Springs (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

AIM Services Inc in Saratoga Springs, NY seeks a confidential, detail-oriented clerical assistant to support the Director and department. You will manage calendars, handle correspondence, prepare materials, and maintain files with accuracy and discretion.

Responsibilities include data entry, filing, meeting minutes, and coordinating daily administrative tasks while upholding privacy and service standards. Strong typing, MS Office proficiency, and ability to work independently are essential.

Qualifications

• Accurately perform data entry and filing duties.
• Excellent spelling/grammar; interpret written data accurately.
• Maintain confidentiality and handle sensitive information discreetly.
• Strong organizational and time-management capabilities.

Responsibilities

• Act as liaison between employees and the Director you support.
• Assist with calendar/schedule management and phone/messages access.
• Type/file/copy/distribute materials for Director/Assistant Director.
• Coordinate dead filing and storage; maintain department records.
• Prepare monthly meeting calendars and take accurate minutes.

Skills

Data entry

Filing

Confidentiality

Communication

Time management

Organizational skills

Education

High School diploma

Associates degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Description

Purpose:

To provide confidential, accurate, and timely secretarial support to the Director and/or department you are supporting. To ensure communication and documentation is handled in a professional and confidential manner. To act as a liaison between the employees and the Director you support.

Essential Functions:

• To act as a liaison between the employees and the Director you support.
• To assist with the management of the Director’s/Assistant Director’s calendar/schedule(s) and phone/messages, assuring appropriate access to Director/Assistant Director by others.
• To accurately, timely, and confidentially type/file/copy/distribute materials for Director/Assistant Director, as requested.
• To coordinate and ensure dead filing and storage.
• To type/file/copy/fax/distribute material for the Residential and Community Services Director and staff including Assistant Director, Service Coordinator’s and QIDP’s as requested.
• To prepare monthly meeting calendars.
• To prepare and maintain any files, binders, books, records for the department as requested by the Director/Assistant Director.
• To perform paper and system audits as necessary/requested.
• To take and maintain accurate meeting minutes.
• Ensure filing is done accurately and timely.
• To assist with data entry/report creation and running/databases/clerical functions, as assigned.
• Data Entry for Community Waiver Services ( Respite/ Community Habilitation/ ILST) along with Family Support Services
• Education Training Assistance with Evero and Billing of Services
• To assist with Agency mail distribution, confidentially and accurately, as necessary.
• Any and all other related duties as requested/required by supervisor(s).

Requirements

Qualifications:

• High School diploma required, Associate’s Degree preferred.
• One [1] year clerical experience.
• Ability to accurately and timely perform data entry and filing duties.
• Edits work for spelling and grammar, presents numerical data effectively and is able to accurately read and interpret written information. Monitors own work for quality.
• Ability to organize and prioritize work; uses time efficiently.
• Ability to work independently.
• Ability to maintain confidentiality.
• Strong typing and computer skills.
• Experience with Microsoft Office Products (Word, Excel, Outlook); proficiency in Word and Excel required.
• Adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays or unexpected events.
• Demonstrated ability to communicate effectively in oral and written form. Excellent verbal and written communication skills.
• Excellent organizational, time management, and interpersonal skills, as well as attention to detail.
• Adherence to Agency policies including Attendance Policy.
• Valid NYS Driver’s License acceptable to Agency insurance standards, preferred. Maintenance of valid insurance and registration and provide proof of insurance if using own vehicle.

Physical/Cognitive Requirements:

• Sitting for extended periods of time.
• Use of computers and/or writing for extended periods of time.
• Exposure to office equipment/chemicals.
• Bending, reaching, pulling, and pushing in the course of filing and miscellaneous clerical work.
• Speaks clearly and remains calm in stressful or demanding situations.

Responsible to:

Department Director/Designee