Administrative Assistant - Children's

CP Rochester; City of Rochester (NY); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Medical/Dental/Vision Insurance

17 Days PTO

Paid Holidays

403(b) and/or Roth Retirement Plan

Tuition Reimbursement

Job summary

CP Rochester in Rochester, NY is seeking an Administrative Assistant for the Children’s program. This role provides essential administrative support, handles confidential information, and interacts with staff, partners, and the public.

Responsibilities include answering calls, greeting visitors, managing notices, coordinating supplies, and supporting enrollment and billing. A High School diploma and Office proficiency are required.

Qualifications

• High School Diploma or equivalent.
• Experience in administrative/clerical work preferred.
• Typing proficiency; knowledge of office management and phone systems.
• Proficient with Microsoft Office (Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.

Responsibilities

• Answers the telephone, provides information, takes messages and/or refers calls.
• Greets visitors, signs in, and issues visitor badges.
• Distributes notices to parents, staff and the public.
• Assists with ordering of classroom and therapy supplies and maintains stock.
• Schedules and conducts agency tours as requested by the Program Director.
• Supports enrollment and billing processes for the program.
• Maintains attendance records and filing systems; creates and maintains electronic student databases.
• Communicates with school districts and county representatives on IEPs and reports.

Skills

Typing

Teamwork

Independence

Office management

Education

High School Diploma or equivalent

Tools

Microsoft Office

Office machines

Job description

EOE Statement Our agencies are equal opportunity employers. We do not discriminate against employees or applicants in the hiring, promotion, compensation, placement, termination, layoff, recall, transfer, leaves of absence or any other term or condition of employment on the basis of race, color, religion, sex, sexual orientation, gender identity/expression, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran, domestic violence victim status, prior arrest and conviction records or any other protected category in accordance with applicable federal, state and local laws.

Job Title

Administrative Assistant - Children's

Location

CP Rochester - Winton Road Facility

Salary

$18.00- $20.00 per hour commensurate with experience

Employment

This is a full-time 40 hours per week position. Days and hours of work are Monday through Friday during business hours (7:45am-4:15pm). Evening work may be required as job duties demand.

Summary/Objective

The Children’s Administrative Assistant provides administrative support for the children’s program. This also includes handling confidential information and daily interactions with all levels of agency employees, outside agencies, program participants, and the general public.

Required Education and Experience

• High School Diploma or equivalent.
• Previous successful experience in administrative/clerical work preferred.
• Knowledge of office management, office machines, phone systems and proficiency in typing.
• Proficient in the use of Microsoft Office software (Word, Excel, PowerPoint).
• Demonstrated ability to work independently and as a team.

Additional Eligibility Qualifications

None

Essential Functions

• Imparts agency philosophy of “Equal Opportunity, Independence and Realization of Individual Potential” to children, families, program staff and community resources.
• Maintains confidentiality of information relating to individuals and their families in accordance with agency policy.
• Participates in conferences, workshops and in-service training as needed or recommended to enhance job skills and personal growth and development.
• Adheres to agency’s policies and procedures as well as department guidelines.
• Performs all administrative duties for the Program Director and Clinical Supervisor.
• Answers the telephone, provides requested information, takes messages and/or refers calls to the appropriate staff member.
• Greets all visitors to the program, directing them to the appropriate location, ensuring they are signed in and have a visitor’s badge.
• Copies and distributes all notices to parents, staff and the public as needed including quarterly and annual review reports.
• Assists with the ordering of classroom and therapy supplies and equipment and maintains stock of office supplies as requested by the Program Director
• Schedules and conducts agency tours as requested by the Program Director
• Assists with the recruitment of children without disabilities including advertising tours, and maintaining a list of potential children.
• Assists with the enrollment of children into program including enrollment packets, contractual agreements and payments.
• Maintains attendance records for children in agency programs (daily and monthly duties).
• Creates children’s charts and keeps them current through regular filing and purges files annually.
• Creates and maintains electronic student database and keeps current.
• Sends required information including evaluations, withdrawal information and prescriptions to the county as needed.
• Communicates with school districts and county representatives as needed regarding IEPs, STACs, evaluations, CPSE meetings, annual review reports, quarterly reports, and McGuiness, NYEIS, and Frontline.
• Maintains regular contact with transportation providers to handle bussing paperwork, changes and problems that may arise.
• Maintains busing lists and calls for busses to be loaded.
• Maintains all program and office equipment, including contacting the appropriate persons needed for repairs.
• Distributes all incoming mail/interoffice mail and mails outgoing correspondence.
• Manages monthly credit cards usage and receipts
• Maintains billing systems such as NYEIS (EI Hub) and McGuiness.
• Manages student prescriptions
• Verifies IEPs and STACs and track IEP changes following outlines procedures
• Performs Monthly Exclusion Checks forISC Referred Doctors/Providers
• Performs other duties at the discretion of the Program Director or designee.

Competency Requirements

• Ability to accept responsibility
• Ability to comply with professional standards of conduct, including pleasant speaking voice and courteous manner with all interactions
• Strong oral and written communication skills
• Excellent organizational and time/project management skills
• Self-motivation and initiative skills.

Supervisory Responsibility

None

Other Duties

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.

Work Environment

This job operates in a professional office and preschool program environment. This role routinely uses standard office equipment.

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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 30 pounds

Travel

Travel is primarily local during the business day but employee will be expected to work at any of our partner agencies. Some out-of-the-area and overnight travel may be expected.

Comprehensive benefit plan including but not limited to

• Affordable Medical / Dental / Vision Insurance
• 17 Days Paid Time Off (PTO)
• Paid Sick Time
• 9 Paid Holidays
• Matching 403(b) and/or ROTH Retirement Plan
• Additional Insurance Offerings - Specified Disease Insurance w/ Cancer Rider, Accident Insurance, Identity Theft Protection
• Employer Paid Health Reimbursement Arrangement (HRA) for high deductable medical plans
• Employer paid Life Insurance, Short-term and Long-term Disability Insurance
• Tuition Reimbursement plus a 25% Tuition Discount for benefit-eligible Employees and Family Members at Roberts Wesleyan College

The listed base pay range is a good faith representation of current potential base pay for successful applicants. It may be modified in the future. Pay is determined by factors including experience, relevant qualifications, internal equity, and location.

EEO Statement

The agencies are equal opportunity employers. We do not discriminate against employees or applicants in the hiring, promotion, compensation, placement, termination, layoff, recall, transfer, leaves of absence or any other term or condition of employment on the basis of race, color, religion, sex, sexual orientation, gender identity/expression, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran, domestic violence victim status, prior arrest and conviction records or any other protected category in accordance with applicable federal, state and local laws.

Position Requirements

• High School Diploma or equivalent.
• Previous successful experience in administrative/clerical work preferred.
• Knowledge of office management, office machines, phone systems and proficiency in typing.
• Proficient in the use of Microsoft Office software (Word, Excel, PowerPoint).
• Demonstrated ability to work independently and as a team.