Administrative Assistant

Overview:
Parent to Parent of NYS is a peer-staffed and led not for profit with five regional offices statewide. We provide information, referrals, and support to families raising children with developmental disabilities and special health care needs across the lifespan.

The Administrative Assistant is an essential team member who supports the work of the Executive Director, Board of Directors, and staff by performing and managing administrative, human resource and program support activities as assigned. This work requires excellent communication, problem solving, and organization skills, attention to detail, flexibility, and the ability to collaborate and coordinate activities with onsite and remote staff members.

Examples of Typical Duties Include:

Executive Director Support:

• Manage and prepare routine correspondence.
• Maintain the Executive Director’s calendar and review Executive Director timesheet change requests, Paid Time Off requests, and timesheet submissions for approval.
• Prepare or assemble reports, mailings, manuals, charts, meeting materials, and minutes within designated timeframes.
• Create internal and external surveys, analyze results, and prepare findings.

Board of Directors Support:

• Schedule, coordinate logistics, and prepare materials for regular and special Board and Committee meetings.
• Assemble and distribute the monthly Board of Directors and standing Committee packages in conjunction with the Executive Director and President of the Board.
• Act as Recording Secretary at Board meetings and work with the Secretary of the Board in developing the final draft of the minutes.
• Organize New Board and Council Orientation.
• Ensure all Board Rosters and Committee lists, Board files, organization By-Laws, and compliance documentation are up to date.

Administrative Support:

• Assist in developing and writing Agency workflows, policies, procedures, and practices, as necessary. This includes developing, maintaining, and updating an Administrative Assistant Manual to document all work tasks and processes.
• Manage digital filing systems ensuring current information is available to the Executive Director, Board of Directors, and staff.
• Pick up and deliver mail to the Post Office as needed and process all incoming mail.
• Ensure the accuracy and completeness of expense and petty cash reports.
• Prepare check requests per established procedures in our fiscal policy.
• Assist with meeting and travel arrangements, at the direction of the Executive Director.
• Perform Notary Public services.
• Maintain an inventory list of purchased equipment and assets.

Program Support:

• Answer telephone and route calls as appropriate, maintaining data regarding any standard referrals provided to callers.
• Maintain inventory of Parent to Parent of NYS printed materials and program supplies. Prepare shipments of these materials to regional offices.
• Obtain price quotes and handle purchases of supplies, equipment, and printing services. Verify purchases have been received and accurately billed.
• Gather necessary program related reports and evaluation materials from regional offices.
• Distribute quarterly satisfaction surveys via Survey Monkey.
• Compile data from reports submitted by regional offices.
• Assist in coordination of annual staff performance reviews.

Skills Required:

• Must be able to type forty (40) words per minute and possess excellent telephone and writing skills.
• Must be proficient in the use of Microsoft Office products, including Excel, and Google Workspace.
• Must possess an intermediate level of knowledge of computers including the use of databases and networks. Familiarity with WordPress is a plus.
• Ability to work independently and effectively organize work that involves many different types of tasks.
• Ability to perform in a professional, conscientious, and efficient manner with attention to detail and commitment to accuracy.
• Bilingual (English/Spanish) preferred, but not required.

Education and Experience:

• Associate degree or bachelor’s degree with the following experience:

----An associate degree requires five (5) years of administrative experience.
----A bachelor’s degree requires two (2) years of administrative experience.

• Professional and life experience may be considered in lieu of academic credentials.
• Must become a licensed Notary within one (1) year of employment.

How to Apply:

We invite motivated individuals who are eager to contribute to our dynamic team to apply for this exciting opportunity as an Administrative Assistant.

Send a resume and cover letter, describing you and your relevant experience, to adminjobs@ptopnys.org no later than Friday, January 31, 2025.

Job Type: Full-time

Pay: $20.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $20 - $21