Administrative Assistant

YAI; New York (NY); On-site; USD 33,000 - 39,000; Full time

Job summary

YAI seeks an Administrative Assistant to support an assigned location with clerical duties, meeting coordination, and multi-department liaison tasks. This role involves handling inquiries by phone, email, or in person, and ensuring documentation is properly entered and stored in company systems.

You will contribute to scheduling, filing, and data maintenance across electronic systems, while supporting travel arrangements and logistics for site operations.

Qualifications

• High School diploma or equivalent required.
• One year of administrative support experience or related duties.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong time management and organizational skills.
• Ability to learn and use electronic systems and files (Workday, Digital Agency, OPWDD, Salesforce).
• Excellent interpersonal and customer service skills; ability to communicate clearly.
• Willingness to travel regionally and report on-site regularly.
• Physical ability to lift up to 25 pounds as needed.

Responsibilities

• Answer and screen phone calls professionally and direct inquiries.
• Coordinate and schedule meetings, secure rooms, and prepare agendas or minutes.
• Liaise with internal departments and external stakeholders for location/program needs.
• Process mail, packages, and supplies; manage repository of documents.
• Perform data entry and maintain referral-related data in electronic systems.
• Assist with development of systems to improve administrative processes.
• Support with program attendance tracking and reporting as needed.
• May assist with transportation coordination for site activities.

Skills

Excellent time management

Interpersonal skills

Organizational skills

Ability to prioritize tasks

Education

High School diploma or equivalent

Tools

Microsoft Office

Word

Excel

Outlook

Workday

Digital Agency

Salesforce

Job description

Job Summary

Under the direction of administrative or program management, Administrative Assistants provide general clerical and administrative support for an assigned location, program or office. Receives, handles and/or directs inquiries by phone, email or in-person, coordinates and arranges meetings and/or makes notifications and requests. Coordinates office and/or operational activities, which may include tracking, monitoring or compiling information, performing data entry, scanning, copying and/or collecting, filing and reconciling information and contacting internal or external parties. In assignments at a site with a reception area, may greet and direct individuals upon arrival or dismissal and/or coordinate transportation-related needs.

Key/Essential Functions & Responsibilities

• Performs a variety of clerical and administrative tasks on a regular or as needed basis (e.g. special projects, meetings, events, etc.), such as filing, copying, scanning and/or data entry; creating memos, lists, spreadsheets, presentations or other documents; and/or making notifications or inquires by email or phone.
• Answers and screens phone calls in a timely and professional manner, directing calls to appropriate parties, taking messages and/or handling inquiries.
• Coordinates, schedules and/or confirms meetings including, but not limited to: securing conference rooms or other appropriate spaces for meetings, determining availability of attendees, creating or sending electronic invitations using Outlook calendar or other established systems; may prepare agendas and/or attend meetings to assist with set-up or take minutes, as requested.
• Liaises with internal departments and external stakeholders on behalf of supervisor or others as directed, making requests, coordinating, securing, monitoring and/or tracking location- or program-related needs such as maintenance issues, appointments, schedules and transportation.
• Receives, sorts, prepares and/or distributes mail, packages and/or deliveries; replenishes, stocks and/or distributes supplies, as needed.
• Obtains, accesses and reviews documentation, in coordination with applicable staff; may assist with obtaining documentation from other internal or external sources including care managers, families, providers, government or oversight agencies and/or other internal departments by phone, email or in-person.
• Scans, saves, names/renames, uploads and/or maintains appropriate documentation in shared folders and other electronic systems (e.g. Digital Agency, Salesforce, etc.) on behalf of managers or supervisor, in accordance with applicable policies and procedures, as directed.
• Performs data entry in electronic systems and/or completes forms or other documents by entering information from receipts, records, statements, applications or other sources and updates and maintains referral-related data and documents in electronic systems, including shared drives and databases.
• Assists with development and implementation of systems and processes to improve or expedite monitoring, collecting, organizing and/or tracking of administrative paperwork and information in coordination with location management and supervisor.
• May be assigned responsibilities related to collecting, monitoring and/or tracking of information, such as program attendance by people we support, duration of attendance for services, and/or for specific initiatives, projects or programs, compiling information from various sources and systems, communicating or reporting findings, following-up and escalating concerns or patterns to appropriate leadership.
• May provide support with fiscal systems including ledgers, fee determinations and/or invoices appropriately documenting or entering information, performing basic numeric calculations (adding or subtracting) to reconcile ledgers or total expenses and selecting appropriate codes for invoices.
• May monitor and reconcile petty cash for assigned program(s) or office(s), completing necessary paperwork, data entry and accounting for expenditures by reviewing, totaling and documenting receipts, completing transmittal or other documentation and/or performing data entry.
• May assist with requesting, enrolling or escalating requests for system, building or other related access for new users and/or facilitate or track requests relating to trainings, conferences or other events.
• Complies with all Federal, State, Local and other relevant regulatory agency requirements, including the Health Insurance Portability and Accountability Act (HIPAA).
• For assignments at a location with a reception area and/or at a site where people we support receive services, may also perform the following duties:
  • Greets visitors, staff and/or people we support entering the site with a positive, helpful attitude, announcing as necessary and directing individuals to appropriate party or location.
  • Maintains office security by following safety procedures, including completing appropriate visitor or other logs, which may include electronic systems, to track visitor information.
  • Participates in the coordination and facilitation of arrivals and departures of people we support or other groups or visitors, which may include assisting or escorting individuals during bus duty and/or coordinating, scheduling or rescheduling busing or other transportation.
• Performs all other duties, as assigned.

Minimum Qualification Requirements

including education, experience, licensure/certification, etc. and essential physical capabilities (e.g. lifting, assisting lifting, standing, etc.)

• High School diploma or its educational equivalent; and
• One (1) year of experience working in an administrative support or similar role performing a variety of receptionist and/or clerical-related duties including phones, data entry and scheduling, in an office or similar work environment; or
• Satisfactory combination of education, experience and/or training.
• Basic proficiency with Microsoft Office, specifically Word, Excel and Outlook.
• Excellent time management and organizational skills and ability to prioritize tasks appropriately.
• Ability to use and willingness to learn to use common office equipment and various electronic systems and files to enter, locate, upload and record information or documents including, but not limited to Workday, Digital Agency (DA), OPWDD systems, Salesforce and/or shared drives, Intranet, etc.
• Strong interpersonal and customer service skills, including the ability to accurately communicate and collect information, both verbally and in writing.
• Flexible, with high attention to detail and willingness to take initiative.
• Ability to report on-site to assigned location on a regular basis and to travel to other sites across the region, including to run errands to drop off and/or pick up items or supplies, as requested.
• Ability to meet essential physical demands of position, including using hands to finger, handle or feel objects, tools or controls; sitting, standing, bending, twisting, stooping, kneeling, crouching, pushing, pulling and reaching with hands and arms; and to lift and/or move packages or boxes weighing up to 25 pounds at assigned location, as needed.

Preferred Qualification Requirements (desired Requirements Beyond MQRs Above)

• Experience with individuals with intellectual and developmental disabilities (I/DD)
• Experience with reconciling financial and purchasing data (ledgers, petty cash, invoices, etc.)
• Previous experience using Workday, Digital Agency, electronic health record, Salesforce and/or applicable regulatory or oversight agency systems
• College coursework or degree
• Verbal and/or written fluency in a second language

Compensation

$24/hr-28/hr

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a Vietnam or disabled veteran. YAI is an Equal Opportunity Employer.

To ensure fairness, safeguard transparency, and promote an equitable workforce environment, YAI Network prohibits the practice of nepotism in the workforce and hiring process.