Administrative Support Specialist

The Center for Youth Services, Inc.; City of Rochester (NY); On-site; USD 22,000 - 30,000; Full time

Job summary

The Center for Youth Services, Inc. in Rochester, NY is seeking a full-time Administrative Assistant to provide general office support to executive leadership, development staff, and program teams.

Responsibilities include data entry, donor records, event support, front desk coverage, and cross-departmental assistance, with emphasis on confidentiality, organization, and reliable communication.

Qualifications

• High school diploma or equivalent required; associate degree or administrative training a plus
• 1–2 years of administrative or office support experience
• Strong computer skills, including MS Office; experience with donor/CRM databases a plus
• Excellent attention to detail and organizational skills
• Ability to work independently and prioritize multiple tasks
• Strong interpersonal and communication skills
• Ability to handle confidential information with integrity
• Must have access to a vehicle and telephone and a valid driver's license with acceptable driving record

Responsibilities

• Provide clerical and administrative assistance to Executive Director, Board of Directors and others as needed
• Assist with managing in-kind donations and relationships with external sources
• Perform data entry, file management, copying, and document preparation
• Assist with data entry and database management related to donors and event participants
• Support logistics and administrative prep for special events
• Help ensure timely donor acknowledgments and record-keeping
• Serve as backup to the receptionist for 1–2 hours daily
• Greet visitors, answer and direct phone calls, receive deliveries, and maintain a welcoming front office
• Fill in across departments for general clerical tasks during peak periods
• Maintain office supplies and organization; perform other administrative tasks as assigned

Tools

Microsoft Office Suite

CRM databases

Job description

Overview

This is a full-time position, 35 hours per week. The hours are Monday – Friday, 10 am – 6 pm.

Key Responsibilities

General Administrative Support

• Provide clerical and administrative assistance to Executive Director, Board of Directors and other department/directors as needed
• Assist with managing in‑kind donations and relationships with external sources
• Perform data entry, file management (electronic and paper), copying, and document preparation

Fund Development & Special Events Support

• Assist with data entry and database management related to donors and event participants
• Support logistics and administrative prep for special events
• Help ensure timely donor acknowledgments and record‑keeping

Reception & Front Desk Coverage

• Serve as backup to the receptionist for 1–2 hours daily, or more as needed
• Greet visitors, answer and direct phone calls, receive deliveries, and maintain a welcoming front office environment

Cross-Departmental Assistance

• Fill in as needed across departments for general clerical tasks
• Provide administrative support during peak periods, staff absences, or special projects

Other Duties As Assigned

• Assist with maintaining office supplies and organization
• Perform other administrative tasks to help ensure smooth operation of programs and office functions as assigned

Qualifications

• High school diploma or equivalent required; associate degree or administrative training a plus
• 1–2 years of administrative or office support experience
• Strong computer skills, including Microsoft Office Suite (Word, Excel, Outlook); experience with donor or CRM databases a plus
• Excellent attention to detail and organizational skills
• Ability to work independently and prioritize multiple tasks
• Strong interpersonal and communication skills
• Ability to handle confidential information with integrity.
• Must have access to a vehicle and telephone and possess a valid Driver's licence with a driving record acceptable to agency insurance carrier. In addition, must have the following automobile insurance: $100,000 per person/$300,000 per accident Bodily Injury and $50,000 Property Damage.

Physical Requirements

Prolonged periods sitting at a desk and working on a computer and visual acuity to read a computer screen and written documents. Occasional lifting of boxes or supplies (up to 25 lbs). May require occasional evening or weekend hours for special events

Computer Skills

Must be proficient in Microsoft Office Suite.