Administrative Assistant Job at AIM Services Inc in City of Saratoga Springs

Administrative Assistant

Apply to the Administrative Assistant role at AIM Services Inc

Purpose: To provide confidential, accurate, and timely secretarial support to the Director and/or department you are supporting. To ensure communication and documentation is handled in a professional and confidential manner. To act as a liaison between the employees and the Director you support.

Essential Functions

• Act as a liaison between employees and the Director.
• Assist with management of the Director’s/Assistant Director’s calendar/schedule(s) and phone/messages.
• Accurately, timely, and confidentially type/file/copy/distribute materials as requested.
• Coordinate and ensure dead filing and storage.
• Type/file/copy/fax/distribute material for the Residential and Community Services Director and staff.
• Prepare monthly meeting calendars.
• Prepare and maintain files, binders, books, records for the department as requested.
• Perform paper and system audits as necessary/requested.
• Take and maintain accurate meeting minutes.
• Ensure filing is done accurately and timely.
• Assist with data entry/report creation and running databases/clerical functions, as assigned.
• Data Entry for Community Waiver Services (Respite/Community Habilitation/ILST) along with Family Support Services.
• Education Training Assistance with Evero and Billing of Services.
• Assist with Agency mail distribution, confidentially and accurately.
• Other related duties as requested/required by supervisor(s).

Qualifications

• High School diploma required, Associate’s Degree preferred.
• One year clerical experience.
• Ability to accurately and timely perform data entry and filing duties.
• Edits work for spelling and grammar, presents numerical data effectively and is able to accurately read and interpret written information. Monitors own work for quality.
• Ability to organize and prioritize work; uses time efficiently.
• Ability to work independently.
• Ability to maintain confidentiality.
• Strong typing and computer skills.
• Experience with Microsoft Office Products (Word, Excel, Outlook); proficiency in Word and Excel required.
• Adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays or unexpected events.
• Demonstrated ability to communicate effectively in oral and written form. Excellent verbal and written communication skills.
• Excellent organizational, time management, and interpersonal skills, as well as attention to detail.
• Adherence to Agency policies including Attendance Policy.
• Valid NYS Driver’s License acceptable to Agency insurance standards, preferred. Maintenance of valid insurance and registration and provide proof of insurance if using own vehicle.

Physical/Cognitive Requirements

• Sitting for extended periods of time.
• Use of computers and/or writing for extended periods of time.
• Exposure to office equipment/chemicals.
• Bending, reaching, pulling, and pushing in the course of filing and miscellaneous clerical work.
• Speaks clearly and remains calm in stressful or demanding situations.

Responsible to: Department Director/Designee

Salary: $20.00 – $26.00 per hour

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Individual and Family Services