Administrative Assistant 2

DePaul Community Services; City of Rochester (NY); On-site; USD 30,000 - 31,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Generous PTO & Paid Holidays

403B with Employer Match

Job summary

DePaul’s WorkGuide program is seeking an Administrative Assistant to be the first point of contact, greeting visitors and supporting the team with clerical tasks. You will manage the reception area, answer calls, assist guests of diverse abilities, and help maintain an organized, welcoming office environment.

In this role you will perform data entry, prepare mailings, manage supplies, and coordinate with program staff to ensure smooth daily operations while delivering strong customer service and

Qualifications

• Minimum of High School diploma or GED with two years reception, clerical or administrative assistant experience in business or a related field preferred.
• Microsoft Office skills and knowledge of computer applications and procedures required.
• Excellent interpersonal skills required with the ability to interact in a positive manner with staff, customers and guests.
• Clean NYS driving record as outlined in DePaul's personnel policy.

Responsibilities

• Courteously greets, welcomes, and provides direction to guests, customers, service providers, vendors, and family members.
• Performs secretarial and clerical work involving but not limited to, various applications, correspondence, memos, reports, and forms.
• Maintains a neat and welcoming environment within the office.
• Sorts and distributes mail for the program.
• Provides support to program staff by preparing mailings and making copies when needed.
• Monitor inventory and order office supplies and other needed items for the office.
• Data entry in AWARDS for Intakes, Discharges, and Transfers within the various Employment Services while enrolled in WorkGuide.
• Completes data entry for referrals, billing and reporting tracking systems.
• Respects and maintains resident confidentiality and demonstrates a caring, positive attitude toward all customers, staff, and guests.

Skills

Interpersonal skills

Customer service

English communication

Education

High School diploma or GED

Tools

Microsoft Office

AWARDS system

Job description

Overview

The Administrative Assistant serves as the first point of contact for visitors, customers, and community partners, creating a welcoming and professional experience for all who interact with the WorkGuide office. This role is responsible for managing the reception area, greeting and assisting individuals with diverse abilities, answering and directing telephone calls, performing clerical and administrative tasks, and providing general office support. The Administrative Assistant plays a key role in ensuring efficient daily operations while supporting the WorkGuide team through strong customer service, organization, and communication skills.

Why work for DePaul?

• Make a positive difference in someone's life
• Supportive work environment
• We value diversity
• Opportunity for professional development and career advancement
• Excellent benefits and competitive wages starting at $22-$22.30/hour

Responsibilities

• Courteously greets, welcomes, and provides direction to guests, customers, service providers, vendors, and family members.
• Performs secretarial and clerical work involving but not limited to, various applications, correspondence, memos, reports, and forms.
• Maintains a neat and welcoming environment within the office.
• Sorts and distributes mail for the program.
• Provides support to program staff by preparing mailings and making copies when needed.
• Monitor inventory and order office supplies and other needed items for the office.
• Provides support to DePaul's WorkGuide team to include organizing and filing customer documentation, editing written materials, printing, and organizing materials to mail or for pick-up, and managing supplies for the team.
• Conducts follow up calls/emails to customers in order to obtain necessary documentation, signatures, and/or paystubs required for reporting/billing purposes.
• Prepares charts for new customers and break-down discharged charts to prepare and submit to medical records.
• Assists with or facilitates coverage as needed and/or reschedules appointments as needed.
• Data entry in AWARDS for Intakes, Discharges, and Transfers within the various Employment Services while enrolled in WorkGuide.
• Completes data entry for referrals, billing and reporting tracking systems.
• Respects and maintains resident confidentiality and demonstrates a caring, positive attitude toward all customers, staff, and guests.
• Attends and participates in all required trainings.
• Follows all safety rules, regulations, and protocols for self, customers, staff, and visitors.
• Performs any other duties necessary for the effective operation of the WorkGuide program.

Qualifications

Education & Experience:

• Minimum of High School diploma or GED with two years of reception, clerical or administrative assistant experience in business or a related field preferred.
• Microsoft Office skills and knowledge of computer applications and procedures required.
• Excellent interpersonal skills required with the ability to interact in a positive manner with staff, customers and guests.
• In addition to the above criteria, this position also requires a clean NYS driving record as outlined in DePaul's personnel policy.
• Ability to communicate effectively in English, whether verbally or through American Sign Language (when relevant to the position), and to read, write, and understand English sufficiently to safely and effectively perform the essential functions of the position.

Physical Requirements:

• Ability to sit, stand, and use a computer for extended periods. Must be able to lift to 20 lbs, communicate effectively, and perform basic office tasks such as typing, filing, and operating standard office equipment.

Work Environment

This position is Monday-Friday, 8am-5pm.

Benefits

This position is eligible for the following for the following benefits: Medical Insurance, Dental Insurance, Vision Insurance, Life Insurance, Generous PTO & Paid Holidays, 403B with Employer Match, robust Employee Assistant Program, Staff Recognition Program and Employee Discount Program.

DePaul is an equal opportunity employer that values diversity. All employment is decided based on qualifications, merit, and program need.