Administrative Assistant - Wellington

AABR; New York (NY); On-site; USD 28,000 - 30,000; Full time

Job summary

AABR is seeking an Administrative Assistant for its Day Habilitation Program in New York. The role focuses on providing essential administrative and clerical support to enable our team to deliver high-quality services to individuals with developmental disabilities.

Responsibilities include handling calls, greeting visitors, maintaining records, coordinating schedules, data entry, and assisting with program logistics. Strong communication, organization, and confidentiality are required.

Qualifications

• High School Diploma or GED required; additional office administration training is a plus.
• Proven experience as an Administrative Assistant or similar role.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and quick to learn new software.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities with attention to detail.
• Able to handle confidential information with discretion and provide quality customer service.
• Self-starting and able to work independently with minimal supervision.
• Flexibility to adapt to changing needs.

Responsibilities

• Answer phone calls and respond to inquiries promptly and professionally.
• Greet visitors and direct them as necessary.
• Maintain attendance, schedules, and other records with accuracy.
• Perform data entry and manage client databases or related information.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Education

High School Diploma/GED

Tools

Microsoft Office Suite

Job description

Job Details: Job Location: south ozone park, NY 11412, Position Type: Full Time, Education Level: High School, Salary Range: $20.00 - $22.00 Hourly, Travel Percentage: None, Job Shift: Day, Position Summary

As an Administrative Assistant for the Day Habilitation Program, you will play a vital role in supporting the smooth operation of our program. You will provide administrative and clerical assistance to ensure efficient day-to-day functioning, enabling our team to focus on delivering high-quality services to individuals with developmental disabilities. Your organizational skills, attention to detail, and ability to multitask will be essential in this role.

Essential Job Functions

General Administrative Support:

• Answer phone calls and respond to inquiries promptly and professionally.
• Greet visitors and direct them as necessary.
• Maintain accurate records of attendance, schedules, and other relevant information.
• Assist with data entry tasks such as maintaining client databases or updating program-related information.

Documentation Management:

• Prepare documents such as memos, reports, forms, or correspondence accurately and efficiently.
• Organize and maintain physical and electronic files ensuring confidentiality is maintained at all times.
• Assist in compiling data for reports or presentations as required.

Scheduling Assistance :

• Coordinate appointments for clients with staff members or external service providers.
• Help maintain staff schedules by tracking time off requests or changes in availability.

Financial Support:

• Assist with basic financial tasks such as processing invoices or expense reimbursements.
• Maintain accurate records of financial transactions related to the program's activities.

Communication Coordination:

• Facilitate effective communication within the team by distributing memos or other relevant information promptly.
• Collaborate with other departments within the organization when necessary.

Program Support:

• Provide support during program activities including arranging transportation if needed, preparing materials/supplies required for sessions/events etc.,
• Assisting participants during activities when required,
• Ensuring a safe environment is maintained at all times etc.,

Other Functions :

• Demonstrate respect for all people.
• Participate in training, seminars, and conferences as required.
• All other duties as assigned.

Qualifications:

• High School Diploma/GED Required, Additional education or certification in office administration is a plus.
• Proven experience as an Administrative Assistant or comparative role.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and the ability to adapt to new software in an expedited manner.
• Exceptional verbal and written communication skills.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in all work performed.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Self-Starting and ability to work independently and with minimal supervision.
• Ability to readily accept changes and adjust accordingly.