Administrative Assistant

Job Title: Administrative Assistants (Two Positions)

Location: CP Rochester – Winton Road Facility

Salary (Job #1 Children’s Administrative Assistant): $17.50 - $18.75 commensurate with experience

Salary (Job #2 Residential Administrative Assistant): $16.50 - $17.75 commensurate with experience

Employment (Job #1 Children’s Administrative Assistant): This is a full-time 40 hours per week position. Days and hours of work are Monday through Friday during business hours (8:00am-4:30pm). 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.

Employment (Job #2 Residential Administrative Assistant): This is a full-time position with a 30-hour workweek. Days and hours of work are Monday through Friday during business hours - 8:30am–3:00pm. Evening work may be required as job duties demand.

Summary/Objective:The Residential Administrative Assistant supports the Residential Program as directed by the Vice President and Director of Residential Services. Works as a member of the administrative staff on CP Rochester’s Residential Services team with a commitment to providing mission-centered program and departmental support. This position will be responsible for providing administrative, secretarial and clerical support to the residential Vice President and Program Director.

Required Education and Experience (both Positions):

• 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).
• Ability to comply with professional standards of conduct, including pleasant speaking voice and courteous manner as well as the type of personality able to meet the demands of the position.
• Demonstrated commitment to performing job duties and tasks at a high level of performance.

Competency Requirements (both Positions):

• Ability to accept responsibility
• Strong oral and written communication skills
• Excellent organizational and time/project management skills.
• Self-motivation and initiative skills.
• Demonstrated ability to work independently and as a team

Essential Functions (both positions):

• 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 other duties at the discretion of the Program Director or designee.

Essential Functions (Job #1 Children’s Administrative Assistant):

• 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 EPS staff checks monthly

Essential Functions (Job #2 Residential Administrative Assistant):

• Provides administrative support to the department vice president and director, including high-level secretarial support.
• Schedules and organizes meetings, interviews, travel, conferences, and other activities for department managers.
• Types and processes department reports, documents, and evaluations as required by agency and regulatory bodies, in an accurate and timely manner.
• Updates departmental records as needed.
• Processes invoices, check requests, purchase orders, supply orders, and payroll information as directed.
• Works with the Training Coordinator to review Residential employee training records.
• Maintains files as needed.
• Provides support to Residential Leadership team and attends department meetings and records meeting minutes.
• Orders office supplies for Residential department as well an RNs, LPNs and Med Liaisons. Orders supplies for the copier in the IFSS wing and maintains copier as needed.
• Provides support and coverage to agency reception desk as needed.
• Ensures internal and external mail is coordinated and sent to the appropriate individuals.
• Takes, types, and distributes meeting minutes as assigned.
• Communicates in a professional manner while handling incoming phone calls, greeting visitors, and responding to phone, e-mail, and personal requests for assistance.

Supervisory Responsibility (both positions):None.

Other Duties (both Positions):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 (both positions):This job operates in a professional office or preschool program environment. This role routinely uses standard office equipment.

Physical Demands (both positions):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 (both positions):Travel is primarily local during the business day but employee will be expected to work at any of our partner agencies.

Comprehensive benefit plan including but not limited to (both positions):

• Affordable Medical / Dental / Vision Insurance
• 17 Days Paid Time Off (PTO)
• Paid Sick Time
• 8 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)
• 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 ranges are 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.

APPLY #1 Children's Admin: https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=6503079

APPLY #2 Residential Admin: https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=6477636

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.

Job Type: Full-time

Pay: $16.50 - $18.75 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Required)
• Office management: 1 year (Preferred)

Ability to Relocate:

• Rochester, NY 14623: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $19