Administrative Assistant

Description:Are you a multitasker? If so, the Administrative Assistant position maybe a great fit for you!

The Administrative Assistant is responsible for administrative duties for the Chief Operation Officer (COO) and Chief Advancement Officer (CAO). You will be responsible for tracking and reporting data related to grant funding, service deliverables and assisting in the coordination of fundraising initiatives and community events, just to highlight a few of the responsibilities.

Independent Living, Inc. is a consumer-directed, cross-disability advocacy and service organization dedicated to enhancing the quality of life for individuals living in the Hudson Valley region and we seek to hire an Administrative Assistant that would support the Chief Operating Officer and Chief Advancement Officer with the administrative duties related to data collection, reporting, fundraising and event coordination. High school diploma or equivalent is required. However, a bachelor’s degree is preferred. Must have two years of demonstrated success in administrative support or clerical experience required. Bilingual (English/Spanish), preferred.

Individuals with disabilities are encouraged to apply.

DUTIES AND RESPONSIBILITIES:

• Supports the Chief Advancement Officer in tracking and reporting grant funding opportunities. Attends grant meetings and takes minutes.
• Coordinates and organizes grant packets, including preparing forms for signature. Responsible for arranging the delivery of grant proposal packets as specified by the funding source by the deadline specified.
• Works with Chief Operating Officer to run service delivery reports to support the marketing department in writing the narrative of impact through data.
• Assists in the coordination of fundraising initiatives through the solicitation of individual donations and sponsorships.
• Assists in the planning process for community events.
• Develops and maintains an effective organizational system for filing documents, storing marketing materials, and calendaring departmental and agency advancement priorities.
• Maintains marketing department inventory system, procuring additional stock as needed.
• Maintains marketing donor database and mailing lists and coordinates regular mailings to constituents.
• Manages the COO’s and COA’s calendars and coordinates meetings.
• Tracks and reports on MWBE (Minority- and Women-owned Business Enterprises) spending for certain contracts.
• Assists in the execution of new contracts and the re-credentialing of existing ones as needed.
• Creates reports:
• Weekly, monthly, and annual program statistical reports.
• Weekly staff time reports.
• Monthly home care reports including consumer payer.
• Contributes to bi-annual ACCES-VR reports (statistical and narrative) as assigned.
• Provides lunch coverage and other coverage for the front desk as assigned.
• Obtains liability and Worker’s Compensation certificates for contracts.
• Ad-hoc projects and other duties as assigned.
• The above list of responsibilities is not intended to be all inclusive, other responsibilities and/or training may be assigned or required.

SCHEDULE: Monday through Friday 9am-5pm

PAY RATE: $19.00/hr - $21.00/hr

BENEFITS:

• 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Flexible Spending Account (FSA)
• Paid time off
• Paid holidays from the first day of employment

Requirements:

• Strong critical thinking skills with the ability to identify areas of opportunity.
• Demonstrated self-starter with the ability to take initiative and work independently to achieve goals.
• Strong organizational skills with the ability to work on multiple projects simultaneously, prioritizing deadlines.
• Excellent written skills.
• Exceptional attention to detail with a demonstrated ability to catch errors and inconsistencies in data, documents and communication.
• Excellent customer service, analytical, follow-up and follow-through, time management, and assertiveness skills.
• Proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Preferred proficiency in data management, including identifying essential data points, sorting data, tracking data, and using data to measure for success. Experience using electronic health records including Medisked and Foothold, a plus.
• Must have two years of demonstrated success in administrative support or clerical experience required.
• High School Diploma or equivalent, required. Bachelor’s degree, preferred.
• Bilingual (English/Spanish), preferred.