ADMINISTRATIVE ASSISTANT

Citizen-Advocates; Town of Malone (NY); On-site; USD 36,000 - 46,000; Full time

Job summary

Citizen Advocates, Inc. in Malone, NY is seeking an Administrative Assistant to support a busy office. You will type correspondence, answer calls, schedule meetings and manage files while upholding confidentiality and accuracy in documentation.

The role involves routine purchasing, mail handling, and assisting leadership with clerical financial duties. Strong communication and multi-tasking are essential.

Qualifications

• High school diploma or GED.
• One year of secretarial, financial management and staff management experience preferred.
• Strong communication and writing skills.
• Ability to handle multiple tasks with confidentiality.

Responsibilities

• Type letters, reports, statements, minutes of meetings and agendas as necessary; file and distribute correspondence.
• Answer telephones, make appointments, run errands, take and deliver messages.
• Follow safety procedures when operating equipment.
• Prepare outgoing mail for pickup and correspondence to residents/guardians.
• Sort, distribute and route mail.
• File incident/accident reports per policies.
• Purchasing duties as requested.
• Maintain files and records as directed.
• Schedule meetings, conferences and staffing.
• Compose routine correspondence for signature.
• Manage maintenance/equipment for the facility.
• Ensure supplies are ordered and in stock per inventory needs.
• Maintain confidentiality of resident, staff and management information.
• Report complaints to the proper person; release information per policy.
• Assume administrative authority and managerial responsibilities.
• Perform clerical financial duties as directed.
• Maintain employee records as directed.
• Attend meetings and take minutes as needed.

Skills

Communication skills

Writing skills

Multi-tasking skills

Confidentiality

Education

High school diploma or GED

1 year secretarial/financial/office & staff management experience preferred

Job description

SUMMARY/OBJECTIVE:The Administrative Assistant will demonstrate versatility and organizational skill in performing a variety of administrative tasks in accordance with established procedures, and as directed by their supervisor. This position will reinforce positive communication & company values to ensure a successful, viable administrative program.Essential Functions (Job Duties)Type letters, reports, statements minutes of meetings agendas, etc. as necessary, file and distribute correspondence as directed.Answer telephones, make appointments, run errands, take, and deliver messages etc. as directed.Follow all established safety procedures and precautions when operating equipment.Ensure outgoing mail is ready for pick up at the designated time and prepare mail statements, letters and/or other correspondence to residents, guardians, etc.Sort, distribute and route mail.File incident/accident reports in accordance with established policies.Perform duties related to purchasing as requested.Maintain files and other records as directed.Schedule and arrange for meetings, conferences, staffing etc.Compose and prepare routine correspondence for signature.Manage maintenance and equipment for the facility as directed.Ensure facility supplies have been ordered and are in supply per inventory needs.Maintain confidentiality of all pertinent resident, staff, and management information.Report complaints and grievances to the proper individual as necessary.Release information in accordance with established policies and procedures.Assume the administrative authority, responsibility, and accountability of perming managerial functions.Perform clerical financial duties as directed.Maintain employee records as directed.Perform other related administrative tasks that may become necessary to meet the needs of the facility.Attend relevant meetings as requested by leadership taking minutes as needed.CompetenciesCommunication skillsWriting skillsMulti-tasking skillsConfidentialityPhysical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Position Type/Expected Hours of WorkThis is a full-time position.Workweek schedule: Monday through Friday.Hours of work: 8 a.m. to 4:30 p.m.Please note – hours may be subject to change based on department need.Required Education and ExperienceHigh school diploma or GED.One year of experience with secretarial duties, financial management and office and staff management preferred.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.Employment at Citizen Advocates is “at will”. You are free to resign at any time and for any reason sufficient to you, just as Citizen Advocates is free to terminate your employment at any time and for any reason. We do not guarantee continued or permanent employment.