Administrative Coordinator - Scheduling & Records

Citizen Advocates, Inc.; 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

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.