Administrative Assistant

About the role

The Administrative Assistant supports the program by carrying out tasks that ensure the office operation runs smoothly and we can provide quality services to the individuals we serve, families, and other stakeholders. The Center for Family Support (CFS) mission is to provide support and assistance to individuals with developmental and related disabilities. We are the first agency in New York to achieve the Council on Quality and Leadership Certification (CQL), demonstrating our commitment and dedication to creating services that enhance and improve the quality of life for individuals with disabilities.

Responsibilities

• Providing support to Office Manager, administrative, and program staff.
• Answering incoming calls and making necessary outgoing calls and office visits.
• Taking messages for staff as needed.
• Greeting and announcing visitors.
• Tracking scheduling of conference rooms for trainings and/or meetings.
• Ensuring conference rooms are set up with training materials and/or equipment needed for a day of training.
• Maintaining the appearance of the reception area, kitchen, conference rooms after meetings, and waiting room.
• Sorting and distributing incoming and outgoing mail and FedEx packages.
• Preparing, organizing, and processing files for offsite storage.
• Ensuring the office is always properly stocked and completing inventory twice monthly.
• Ensuring office garbage is properly stored in the back of the office for waste pickup.
• Ordering office supplies for offices and the residential department.
• Processing all checks and providing them to the finance department.
• Using Concur to submit, track, and manage invoices efficiently.
• Scanning utility invoices to Concur and uploading to Box when needed.
• Completing new staff IDs when requested.
• Restoring utility/cable services for the residential department and offices when needed.
• Ordering furniture/appliances in the absence of a supervisor.
• Updating the admin list if needed.
• Performing other related duties as assigned.

Skills

• Proficient in using Therap, Microsoft Teams, Adobe Acrobat, SharePoint, Word, and Amazon for a wide range of administrative and operational tasks.
• Skilled in updating, maintaining, and reconciling schedules using systems such as iCims and Microsoft Excel.
• Knowledgeable in IT systems and experienced in handling and troubleshooting equipment.
• Exceptional interpersonal skills, building and maintaining professional relationships with colleagues, clients, and stakeholders.
• Excellent time management and follow-up skills, with the ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.

Requirements

• Minimum High School Diploma required; AA Degree preferred.
• Proficiency in Microsoft Office, Word, and Excel.
• Bilingual (English/Spanish) is a plus.
• 2 years’ experience as an Administrative Assistant.

Benefits

• 401(k)
• Dental Insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Pay

USD $24.00 - USD $24.00 per hour