Description:
Are you a highly organized, detail-oriented professional who thrives in a mission-driven environment? Join our dedicated team as an Administrative Assistant, supporting programs that make a meaningful difference in the lives of individuals and families with unique needs. This position plays a vital role in ensuring the smooth operation of our OPWDD Services programs, helping us deliver high-quality, equitable, and accessible human services to our community.
At our agency, we value collaboration, integrity, and innovation. As an Administrative Assistant, you’ll be part of a compassionate and supportive team, contributing to programs that empower people across all income levels and backgrounds. If you’re someone who excels at juggling priorities, enjoys being a go-to resource for staff and visitors, and is committed to serving others, we’d love to hear from you.
TITLE: Administrative Assistant – OPWDD Services
REPORTS TO: Directors of OPWDD and Family Services
CLASSIFICATION: Non-Exempt
RATE OF PAY: $20.70 per hour
WORK SCHEDULE: Primarily Monday - Friday, 8:00 AM - 4:00 PM, with some flexibility required to meet the needs of the program and the individuals that we support. Please note that this is a fully onsite role at our Canton, NY, office.
POSITION SUMMARY: The Administrative Assistant supports the OPWDD Services programs by coordinating daily administrative functions, including communications, scheduling, and document management. This role helps advance the agency’s mission by ensuring efficient, organized support that contributes to the delivery of equitable, accessible, and high-quality human services for individuals and families with diverse needs.
PRIMARY RESPONSIBILITIES:
1. Responsible for communications and documentation.
a. Drafts, transcribes, edits, and formats correspondence, communications, and program documents and lists. Proofreads for spelling, grammar, and layout, and makes appropriate changes. Responsible for accuracy and clarity of final copy.
b. Prepares and distributes outgoing communications as directed.
c. Monitors, screens, responds to, and distributes incoming communications, including phone calls and emails.
d. Tracks and sends out program-related documents, such as evaluations, Codes of Conduct, timesheets, and newsletters.
2. Responsible for program-specific administrative support.
a. Assists with day-to-day administrative functions for the Waiver Respite program, including recordkeeping, timesheet collection, and support with new hire paperwork.
b. Prepares biweekly Respite payroll and billing submissions for the Human Resources and Finance departments.
c. Assists in reviewing and updating timecards in preparation for biweekly payroll for the Residential program.
d. Supports the Assistive Technology/E-Mod projects by assisting with proposals, bid preparation, record maintenance, and contractor communications.
e. Prepares and mails requests for bids and contracts for Assistive Technology.
f. Tracks and updates documents for Family Support Services and the Housing Subsidy program, as needed.
g. Tracks driver identifications (insurance and licenses) and cleaning lists, and sends out reminders for missing documentation.
h. Inputs behavior data for IRAs.
i. Creates and/or updates Residential forms.
j. Updates the IRA information sheet/contact list and staff listings.
k. Saves Agency Reportables in the shared folder and logs onto the Excel spreadsheet.
3. Responsible for scheduling and meeting coordination.
a. Coordinates and maintains the calendars and meeting schedules, including scheduling of appointments, for the Director, other Residential management staff, and OPWDD Services.
b. Schedules, coordinates, and prepares logistics for internal and external meetings as needed.
c. Assists will planning and executing staff events, including meetings, staff appreciation events, and holiday parties.
d. Assists staff with setting up trainings and resolving technical issues.
e. Records, transcribes, edits, and promptly distributes meeting minutes.
4. Responsible for general office administration.
a. Receives, sorts, and distributes mail for the program.
b. Collects and forwards vouchers and receipts from various sources (e.g., drop box, interoffice mail, fax, etc.).
c. Coordinates office supply orders and manages service requests for equipment repair or maintenance.
d. Manages multiple concurrent projects, processes, and assignments, ensuring quality outcomes delivered on time; assists with project planning, prioritization, and organization to ensure successful project focus and outcomes; follows up with others on project deliverables to ensure project/goal accomplishment within established timeframes.
5. Responsible for the front desk and reception for the office.
a. Serves as the primary point of contact for visitors, clients, and staff entering the office.
b. Greets and assists guests in a professional, welcoming manner in alignment with agency values.
c. Answers and directs incoming calls, ensuring timely and appropriate routing of inquiries.
d. Maintains a tidy and organized reception area.
6. Performs other clerical duties as requested by the Director of OPWDD Services.
Requirements:
- Associate degree in an office or business field with office experience (preferred) or a minimum of five (5) years of Administrative Assistant or equivalent experience is required.
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Ability to communicate effectively both orally and in writing with employees and the general public, maintain confidentiality in daily operations, and conduct daily duties professionally.
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Excellent organizational, planning, and problem-solving skills required.
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Ability to manage multiple tasks and complete duties in a timely manner while working independently.
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Must be proficient in Microsoft Office, including Outlook, Word, Excel, and Publisher.
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Medium work: Ability to lift and carry up to 25 lbs.
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Excellent hand-eye coordination
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Ability to sit for long periods of time
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Ability to tolerate extensive exposure to a computer monitor/screen
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Ability to tolerate extensive use of a computer keyboard.
