Administrative Assistant

About the Role

Join the Person Centered Services team and make a difference in the lives of people with intellectual and developmental disabilities while reaching your own career goals. This full-time, in-office Administrative Assistant role is based at the 560 Delaware location and provides essential support to administrative teams Monday through Friday.

Responsibilities

• Screen, welcome, and direct visitors and vendors at the Administrative Services office (560 Delaware).
• Ensure deliveries are received and appropriately handled.
• Receive and distribute confidential organizational mail, faxes, letters, packages, and memos.
• Gather, process, and facilitate the pickup of outgoing mail, parcels, and packages.
• Serve as the central point of contact for all Customer Service-related phone calls and maintain a monthly call log report.
• Provide administrative support, including data entry and document preparation, to assigned departments as needed.
• Communicate and collaborate effectively with internal and external stakeholders, including the public and the people we support.
• Support project-based work, including research, documentation, and process improvement initiatives.
• Partner with departments to identify recurring administrative and operational responsibilities that can be standardized.
• Independently learn assigned processes, collaborate with stakeholders, and create clear, accurate Standard Operating Procedures (SOPs).
• Help develop and maintain internal tracking tools and checklists for administrative workflows.
• Manage inventory and ordering of office and break room supplies.
• Maintain the organization, cleanliness, and professional appearance of the office and breakroom areas.
• Uphold confidentiality and professionalism while working closely with leadership on sensitive matters.
• Collaborate cross-functionally with Property Operations and other departments to ensure execution of administrative priorities.
• Commit to a respectful, just, and supportive environment for individuals and team members.
• Perform other duties as necessary or assigned.

Requirements

• High school diploma or equivalent.
• One year of clerical or administrative experience preferred.
• Familiarity with I/DD provider agencies, OPWDD, or Health Homes preferred.

Skills & Abilities

• Ability to work autonomously with minimal supervision.
• Basic proficiency with Microsoft Office suite, especially Word and Excel.
• Ability to keep sensitive and privileged information confidential.
• Demonstrates cultural competency and ethical/professional responsibilities and boundaries.
• Ability to prioritize and manage multiple projects simultaneously.
• Proactive approach to professional responsibilities.
• Strong problem-solving skills.
• Ability to complete work in a timely manner and multitask.
• Ability to follow oral and written directions.
• Ability to work independently and in a team setting.
• Knowledge of office procedures and equipment.

Benefits

• 20 days of paid time off (PTO) in your first year, increasing to 25 days in your second year.
• 13 paid holidays.
• Comprehensive health insurance plans (Medical, Dental & Vision).
• 401(k) with a company match of 50% of the first 6% (up to a maximum of 3%).
• Company-paid benefits: basic life insurance, long-term disability, and a Lifestyle Spending Account (up to $500 for wellness-eligible expenses).
• Employee Discount and Wellness Programs, including 3 paid hours per week for exercise, volunteering, or personal wellness.
• Professional development opportunities, including mentorship programs and ongoing coaching.

Onboarding

All new team members participate in New Employee Orientation (NEO), offered Monday through Friday both onsite and online. Day one includes in-person training at the West Seneca, NY office, introducing new hires to the organization’s culture, values, and the foundation of Care Coordination.