Administrative Assistant Ii-Utica

Job Description
We have a tremendous opportunity for an Administrative Assistant II to provide administrative support for our Agency and to support an assigned Agency program.
Job Summary
Under supervision and direction of the [director, manager, or supervisor], the individual in this position

• Is responsible for completing administrative tasks for a department and/or manager(s) providing operations support, and implementing administrative systems, procedures and policies within the boundaries of assigned activities.
• Provides support for a program and/or group and is responsible for administrative activities of a process or task requiring some independence and limited decision-making within guidelines.

Essential Job functions

• Provides administrative and clerical support for a particular department, area and/or program as assigned.
• Coordinates and is responsible for the preparation of correspondence, reports, manuals, presentations and data as required by the position.
• Resolves problems in area of responsibility through effective listening, analysis and interaction and follows issues to resolution.
• Provides operational knowledge of service area and has frequent interaction with support departments in support program operations.
• Responds to requests for information and answering questions, and is able to determine when issues need escalating and the appropriate method for resolution.
• Demonstrates effective organization, priority-setting, and critical thinking skills while multi-tasking in order to respond to multiple concurrent needs, balances long-range planning with the ability to anticipate needs, and evaluates daily operations.
• Routinely interacts with internal customers and external contacts, and uses professionalism, tact and cultural sensitivity.
• Provides administrative level support regarding internal policies and procedures.
• Maintains a detailed office operation manual for the position, maintains files and materials in an orderly fashion.
• Responsible for use and management of protected health information.
• Financial responsibilities in support of program budgets or financial management.
• This job description is not exhaustive. Employees may be required to perform other duties as assigned.

Other Duties

• Assists with the preparation of correspondence and data entry as required.
• Attends and participates in meetings and serves on a committee as assigned.

Education & Experience

• Education: High School Diploma or GED
• Special Requirements:

• CPR or equivalent (or obtain within 60 days of hire)
• NYS driver's license with a clean driving record to meet agency standards is required.
• Note: Proof of any required license and/or accreditation will be required pre-employment and, as required, during employment.

• Experience: 3-5 years

LICENSES OR ACCREDIDATIONS:
Required: NYS Driver's License to meet agency standards
Knowledge, Skills & Abilities
In addition to the Hillside Professional Competencies the following are requirements of this role:

• Requires proficient skills to effectively use office automation, email, computer-based applications and office equipment to efficiently meet job requirements including data entry and maintenance of databases.
• Performs administrative research as required.
• Has and maintains in-depth knowledge about the services and activities of the area of responsibility and uses knowledge of overall functions across the agency.
• Demonstrates ability to independently complete commitments and takes responsibility for actions; recognizes and corrects errors and omissions.
• Willingly takes initiative within boundaries of position.
• Ability to maintain learning including acquiring, understanding and interpreting information in subject areas for position.
• Proficiency with understanding written and verbal instructions, converting instructions into timely and accurate responsiveness and completion of tasks.

Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to work a variable scheduling including evenings and weekends.
• The following physical demands are required:
  • Occasional sitting (up to 6 hours)
  • Occasional standing (up to 1 hour)
  • Occasional walking (up to 2.5 hours)
  • Occasional driving (varies by position)
  • Continuous balancing (up to 8 hours)
  • Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, 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.
• Protective clothing or equipment required: close toed shoes; protective shields, universal precaution PPE, gloves for toileting and food preparation.
• Ability to change positions as needed.

Hillside is committed to equal opportunities for all, supporting a diverse workforce, creating great opportunities for our Agency, our people, and to those whom we serve. We offer a competitive benefits package to include very generous paid time off, comprehensive medical, dental and vision coverage, flexible spending account, 403(b) retirement savings plan with employer match, paid holidays, and Employee Assistance Plan, just to name a few of the amazing benefits at Hillside! You'll be working with great people and great clientele where you can truly make a difference. Apply online, get on board, and grow you career with us. You'll be so glad you did!
EOE/AA Disability/Veteran