Administrative Assistant - Administration Offices

We have a new full-time opportunity available for an experienced Administrative Assistant at our Albany Avenue offices in Kingston.

This position will provide support to the Chief Operating Officer, Chief Financial Officer, Chief of Legal Affairs and Operations as directed, to ensure Agency goals and objectives are accomplished and operations run efficiently.

Responsibilities for this seasoned professional include, but are not limited to, the following:

• Promote and adhere to The Council on Quality and Leadership and Personal Outcome Measures (CQL/POM) principles and practices, fiscal principals, local, state and federal regulations as well as any other necessary provisions to ensure quality of services to those the Agency supports.
• Assist in the preparation and dissemination of pertinent information and material.
• Manage scheduling for team members, including agendas, mail, email, phone calls, and other communications. Ensure paperwork, documents and mail are distributed to appropriate management members.
• Manage Calendar and coordinate meetings for external visitors/vendors including appropriate food and beverages.
• Organize and plan events, both internal and off site.
• Type, proof and send letters as needed.
• Maintain filing of hard copy documents on site and in archives.
• Maintain and order supplies for the team.
• Assist the Finance department in maintaining travel credit cards for the Residential and Day Hab departments.
• Positively and professionally receives guidance and supervision: follow work rules, work procedures, meet deadlines.
• Interact with other departments as liaison, in particular, Finance and Facilities operations, and interact positively and professionally while communicating effectively with diverse personalities and all levels of staff throughout the Agency, as well as the people supported and their families.
• Participate in committees, acting as recording secretary, maintaining minutes pursuant to applicable standards, and setting up and breaking down for Board and Committee meetings in both Ulster and Putnam regions.
• Complete periodic independent projects including but not limited to community education, program mailings, research, etc.
• Respectful of confidential surroundings while maintaining a high level of confidentiality.
• Manage time effectively with the ability to work independently and under pressure in a fast paced environment.
• Will be required to adjust hours to accommodate evening Board meetings.
• Provide front desk coverage as needed.

HOURS: 40/Monday through Friday/9:00 am to 5:00 pm, with flexibility

Minimum requirements:

• High School Diploma and 5 years’ experience as an Administrative Assistant.
• Excellent verbal and written communication, organizational skills and interpersonal skills.
• Ability to proofread and write comprehensively required.
• Experience in developing internal processes to ensure smooth operations.
• Ability to multitask while working in a fast-paced environment.
• Ability to maintain strict confidentiality and remain professional at all times.
• Ability to build partnerships with all people the Agency supports, their family members and advocates, employees, and vendors.
• Expert knowledge of MS Office Products including competency in the use of MS Word, Power Point, Excel, and Outlook.

Job Type: Full-time

Pay: $19.24 - $22.42 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: On the road