Administrative Assistant II

Job Summary

The Administrative Assistant II supports timely internal and external transfers of youth for post-discharge Aftercare, provides administrative, clerical, operational, and systems support, and coordinates communication and interaction with multiple departments.

About the Role

Maintains contact with Case Managers and Aftercare leads at each campus, provides support to assigned program or department area, and maintains schedules and event calendars as requested.

Responsibilities

• Maintain contact with Case Managers and Aftercare leads at each campus to support timely internal and external transfers of youth for post-discharge Aftercare.
• Provide administrative, clerical, operational, and systems support to assigned program or department area.
• Cook up and enter information into databases.
• Coordinate and prepare correspondence, reports, manuals, presentations, and data for the department to ensure deadlines are met.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Maintain general knowledge about the services and activities of the program or department and use knowledge of overall functions across Hillside.
• Maintain scheduling and event calendars of leaders as requested.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Cook up and coordinate communication and interaction with multiple Hillside departments, including Purchasing, Marketing, Facilities, Technology, HR, Payroll, and Finance, following provided directives.
• Respond promptly to inquiries, assess the need for issue escalation, and determine the appropriate method for issue resolution in accordance with agency protocols.
• Maintain updated standard operating procedures, including but not limited to ordering supplies and maintaining files and materials.
• Aid in handling cash and/or other financial responsibilities in support of program budgets or financial management, as needed.
• Manage access to and knowledge derived from confidential information and records to assure that such information/records remain confidential.
• Residential Aftercare programs:
• Maintain current knowledge of OCFS Administrative Directive and FAQ’s pertaining to Aftercare.
• Maintain list of External QRTP’s in order to ensure timely transition for youth.
• Maintain knowledge of Aftercare Practices to ensure consistency across campuses.
• Assist with handling cash and/or other financial responsibilities in support of program budgets or financial management, as needed.
• Manage access to and knowledge derived from confidential information and records to assure that such information/records remain confidential.

Requirements

• High school diploma or GED required.
• Minimum 3 years of experience in office management or administration required.

Special Requirements

• Unrestricted, valid NYS driver’s license for minimum of 1 year with a clean driving record and minimum insurance coverage that meets agency standards.

Knowledge, Skills & Abilities

• Ability to manage multiple tasks, prioritize responsibilities, and maintain a well-organized workspace to ensure efficiency and productivity.
• Strong verbal and written communication skills, including the ability to compose professional emails, memos, and reports.
• Skill in managing time effectively, including scheduling appointments, coordinating meetings, and prioritizing tasks to meet deadlines and ensure smooth workflow.
• Ability to maintain a high level of accuracy and attention to detail in completing administrative tasks such as data entry, filing, and record-keeping to ensure accuracy and minimize errors.
• Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Physical Demands & Work Environment

• Occasional sitting (up to 4 hours)
• Occasional standing (up to 1 hour)
• Occasional walking (up to 2.5 hours)
• Occasional driving (up to 8 hours)
• Continuous balancing (up to 8 hours)
• Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, running, and twisting (up to 2.5 hours)
• Weekly lifting up to 50 lbs. (community-based staff may be required to lift an empty wheelchair weighing up to 50 lbs.), 10-15 lbs. on a daily basis
• Weekly carrying up to 55 lbs. approximately 10-100 ft., 10-15 lbs. on a daily basis
• Manual dexterity is required, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately 1-2.5 hrs.)
• Occasional exposure to dust, fumes, gases or chemicals is apparent. Protective clothing or equipment as required: Close toed shoes; Protective Shields, Universal Precaution PPE, Gloves for toileting and food preparation
• Ability to change positions as needed

Pay

$18.50 Minimum pay rate, $26.00 Maximum pay rate, based on experience.