Administrative Assistant - Receptionist

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Position Title: Administrative Assistant

Join our team at New Direction Youth & Family Services as an Administrative Assistant/Receptionist, where you'll play a vital role in supporting the Partners in Parenting department. Located at our Pine Ave Niagara Falls Office, this position involves managing receptionist duties, handling various administrative tasks, and contributing to a welcoming and therapeutic environment for our clients. Your role will include correspondence, data entry, program billing, maintaining client charts, and assisting the parenting team. This opportunity is perfect for someone with excellent organizational and communication skills who thrives in a dynamic, supportive environment.

New Directions is an equal opportunity employer committed to championing the principles of anti-racism, justice, and equity. We welcome prospective employees from diverse cultures and backgrounds, for all positions, who will uphold our values and contribute to our mission. We aim to have a leadership and workforce that is reflective of the communities we work in partnership with.

Pay and benefits

• 3 weeks of paid time off your first year.
• An additional 13 agency holidays.
• Access to life, dental and medical insurance.
• 401k with up to 3% agency matching.
• $16.68 - 18.15/hr for your first year, additional raises guaranteed.
• Monday - Friday schedule with flexible hours.
• Join our company, where over 30% of our staff have been with us for 10 years or more.
  
  

Minimum Education And Skills

• High school Diploma/GED and six months related experience and/or training. or
• Associates degree or equivalent from a 2-year college or technical school.
• Valid driver's license(required).
  
  

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleagues develop these preferred skills. We strongly encourage those who are passionate about fostering a diverse, inclusive and equitable human service organization to apply.

Full Job Job Description Job Title: Administrative Assistant/Receptionist Department: Partners in Parenting Location: Pine Ave, Niagara Falls Office Title of Immediate Supervisor: Program Supervisor POSITION SUMMARY: Provide receptionist duties for the office. Handle all administrative duties for department including: correspondence (phone and written), data entry, reporting, program billing, maintain monthly expenditures, compile client charts, and otherwise relieve program staff of clerical work and administrative and business detail. Support the parenting team with preparation of family visit rooms, ensuring a clean and therapeutic environment. TYPICAL RESPONSIBILITIES/DUTIES: Reception Clerical

• Greets guests as they arrive at the office and supervises waiting room
• Types memos, correspondence, staff meeting minutes, reports and other documents.
• Files correspondence and other records
• Makes copies of correspondence or other printed matter.
• Sets up and maintains files and departmental paperwork
• Answers phone and gives information to caller, routes call to appropriate person, places outgoing calls
• Operates current office machines such as copier, fax, computer, etc.
• Assists in ordering inventory and distribution of supplies
• Maintains a standard operating procedural manual of duties and keeps it up-to-date. Client Related
• Maintains database on clients and generates reports as needed
• Assist Parent Support Specialist as a case aid when needed
• Maintains up to date copies of client related supplies (including, but not limited to intake paperwork and parenting workbooks)
• Maintains up to date rosters for all programs
• Assists with data entry into electronic record keeping systems
• Audits case record files to make sure all necessary info is included in the case record
• Purges and file closed case records
• Keep referral binder up to date Program Support
• Arranges travel schedules and reservations when requested
• Organizes information on community resources in a central location
• Identifies and arranges for use of space in community buildings for support groups and training.
• Assists program staff in scheduling and managing group and trainings.
• Orders materials and maintains inventory, approved by Director or designee, needed for groups and trainings.
• Assists Program Supervisors with completing reference checks on new employees
• Distributes program brochures and information to clinics, schools, churches and other organizations in the community.
• Assists Director with program development, including but not limited to grant/proposal writing, budget projections and presentations to CEO, CFO, Board of Directors or other parties. Reporting
• Compiles and types statistical reports when requested.
• Completes monthly, quarterly, and annual spreadsheets and reports for all programs
• Records Incident Reporting data.
• Completes service dollar reports for Children’s Mental Health Program
• Prepares and Submits monthly billing for Partners in Parenting, FAR, and Family Group Conferencing Other
• Attends all mandatory in-service training and regularly attends supervision meetings
• All duties as assigned by Supervisor
• Adhere to agency and department policies and procedures
• Utilize normative culture Minimum Education and/or Professional Qualifications/Skills
• High School Diploma or equivalent with 6 months related experience OR
• Associates degree or equivalent from a 2 year college or technical school Special – Personal Skills, Qualities, Aptitudes and Physical Requirements New Directions Youth & Family Services, Inc is an equal opportunity employer. Reasonable accommodations may be made to enable persons with disabilities to perform essential functions. 1. Ability to work effectively with clients, families, staff and community contacts from a variety of cultural and ethnic backgrounds. 2. Ability to deal effectively with clients and/or families. 3. Ability to accept supervision and perform as part of a team. 4. Ability to be flexible and adapt to change. 5. Ability to interface with people (groups and individuals) and communicate within various mediums (logbooks, E-mail, telephone). 6. Proficiency with typing and computer skills. 7. Must have excellent organizational and communication/interaction skills 8. Must have a valid driver’s license, adequate auto insurance and meet the criteria for driving set forth in the New Directions Driver’s License policy and Auto Insurance policy. 9. Ability to pass an annual physical for Category 1 job classification in accordance with New Directions Employee Health policy. 10. Must comply with Agency safety standards and be responsible for own actions and conduct concerning safety and healthy working conditions.