School Administrative Assistant (Front Desk)

The Arc Erie County New York has been supporting children and adults with disabilities, and their families in achieving their desired quality of life by creating opportunities through comprehensive services for over 65 years.

Come Achieve with The Arc Erie County!

As an Administrative Assistant, you’ll also receive:

• Affordable health, dental, vision & life insurance
• Great work-life balance (no nights, no weekends and no holidays!)
• On the job, paid training
• 10 paid holidays
• Automatic paid time off (PTO)
• 403b retirement package w/ employer contribution
• On demand pay option
• Opportunities for advancement

See our full Job Description listed below:

Job Description

Position Summary:

The Administrative Assistant is responsible for administrative support work in the areas of typing, data entry, maintenance of a variety of databases, dissemination of information, preparation of reports, receptionist duties including answering phones and directing visitors, and other duties as assigned. Gains and maintains knowledge of agency services and programs.

Reporting Relationship:

Reporting structure will be based on department/location of the position. For Administrative Assistants within the Education Program, they will report to the Associate Director of Educational Operations. For general agency Administrative Assistants, they will report to the Employment Relations Coordinator.

Job Duties and Responsibilities:

• Performs general clerical work/reception duties including answering phones, filing and developing and typing correspondences, memos, reports and other related materials using standard office equipment. Expected to greet and direct all visitors and answers and directs incoming phone calls in a courteous and professional manner.
• Assist in the data entry and database maintenance for various assigned programs. This may include property and liability claims, incident reporting, coding of various invoices/bills, reconciliation of departmental petty cash receipts and distribution, and/or the documentation maintenance using the school’s software management system.
• Maintains and protects confidential or other sensitive information such as Protective Health Information (PHI) and Personally Identifiable Information (PII) as defined in the Agency’s Information Security Policy.
• Distributes all incoming U.S. Postal Service mail utilizing various lists to ensure proper distribution. Accepts all appropriate incoming packages and notifies receiver of same.
• Prepares the outgoing U.S. Postal Service mail by placing the correct amount of postage on the item and by placing stamps on the return envelopes. Travels to post office as assigned.
• Compiles data for informational reports and disseminates same on a routine basis.
• Maintains inventory of office and copy machine supplies and requisitions needed items.
• Maintains various office records and updates routine lists.
• Responsible for the file maintenance and documentation for many areas across the agency. May include bulk filing and scanning.
• Maintains updated list of all building staff and maintains in/out status and time of return.
• Monitors doors and hallways via internal security systems based on assigned location. Follows site-based policies to ensure that visitor’s sign-in, show ID, receive badge and are escorted by a staff member to their destination.
• Utilizes internal security system to ensure that all visitors enter the building through the appropriate door.
• Transmits all outgoing faxes and properly directs all incoming faxes to the appropriate person.
• Demonstrates the agency values of integrity, respect, responsibility, trust, teamwork and positive attitude. Learning and honesty in working with students, individuals, families, colleagues and members of our community.
• May be transferred to non-primary location/site when coverage is needed/required.
• Other duties as assigned.

Qualifications and Education Requirements:

Associate’s Degree PLUS less than one year of administrative office experience.

OR

High School or equivalent diploma PLUS one year administrative office experience.

PLUS

Proficient knowledge of Microsoft Word, Excel and Outlook email.

Essential Job Functions:

• Physical demands and Exposure Risk outlined on attached form (A)
• Mental Requirements:

The ability to read, write, analyze, be perceptive/comprehensive, show good judgment, have good decision making skills, independent action, planning & prioritizing and follow directions. Work independently as well as cooperatively with others. Must be able to meet job-related deadlines accordingly.

• Human Relations Skills:

The ability to communicate with individuals in a positive manner. Receive supervision instruction in a positive manner. Adhere to and administer Agency’s policies, procedures, rules and regulations. Maintain a professional attitude and appearance at all times.

• Equipment Operation:

Proficient in the operation of the computer, copier and facsimile machine.

Agency Principles:

• All staff members will assure and demonstrate the promotion of fundamental rights and protections for the people that we support. These include practices that treat people with dignity and respect at all times, ensure safety, best possible health/well-being and provide the person with continuity and personal security through the use of natural supports, positive relationships and opportunities for integration in the community. Staff members should also advocate and work toward assisting the people we support through person-centered planning to achieve the personal outcome goals that they have chosen by facilitating the plans and positive supports necessary to assist the person in progressing toward each outcome.
• Demonstrates the agency values of integrity, respect, responsibility, trust, teamwork, positive attitude, learning and honesty in working with students (persons), families, colleagues and members of our community.
• Good attendance is vital for the efficient and effective operation of quality programming and is an essential job function of this position.

This position is NON-EXEMPT from the overtime requirements of the Fair Labor Standard Act.

The Arc Erie County New York retains the right to change this job description at any time.

The Arc Erie County New York is an Equal Opportunity/Affirmative Action Employer and strong advocate of workforce diversity. Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran.