Administrative Assistant - Property Operations

About Person Centered Services

When you join the Person Centered Services team, you can make a difference in the lives of people with intellectual and developmental disabilities, while also reaching your own career goals.

Benefits for Full-time Positions

• 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 for you to choose what best fits your needs (Medical, Dental & Vision)
• 401(k) - the Company matches 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 with a benefit of up to $500 set aside for employees to spend on wellness eligible expenses!
• Employee Discount and Wellness Programs - Currently providing 3 paid hours per week for exercise, volunteering or personal wellness!
• Professional development opportunities including mentorship program options and ongoing coaching

New Employee Orientation (NEO)

All new team members participate in NEO offered Monday - Friday both onsite and online. Day one includes in-person training at our West Seneca, NY office, where new team members are introduced to our culture, values, and the foundation of Care Coordination.

Job Summary

The Administrative Assistant provides support to administrative teams primarily assigned to the 560 Delaware location. This role requires full-time, in-office presence Monday through Friday to ensure consistent support for daily operations, unless otherwise stated or approved by the leader. Key responsibilities include processing incoming communication (mail, emails, phone calls, visitors, etc.), managing location access and handling deliveries. Additional support tasks may be assigned based on the needs of various special projects.

Essential Functions

• Welcome and direct visitors and vendors at the Administrative Services office (560 Delaware) and ensure deliveries are received and appropriately handled.
• Responsible for receiving and distributing confidential organizational mail, faxes, letters, packages, memos, etc.
• Provide administrative support including data entry and document preparation to assigned departments as needed.
• Communicate and collaborate with internal and external stakeholders effectively, including the general public and the people we support.
• Support project based work including research, documentation and process improvement initiatives.
• Help develop and maintain internal tracking tools and checklists for administrative related workflows.
• Manage inventory and ordering of office and break room supplies.
• 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.
• Provide bilingual support to the customer service team by assisting callers who require language assistance when contacting the organization.

Other Duties

• Commits to a respectful, just, and supportive environment for individuals and team members aligning with the organization's commitment to include and belonging.
• Other duties as necessary or assigned.

Knowledge, 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.
• Demonstrates ethical and professional responsibilities and boundaries.
• Ability to prioritize and manage multiple projects simultaneously.
• Proactively approaches professional responsibilities.
• Strong problem-solving skills.
• Completes work in a timely manner.
• Ability to multitask.
• Ability to follow oral and written directions.
• Ability to work independently and in a team setting.
• Knowledge of office procedures and equipment.

Education & Experience

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