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Order#: NY1497215
Program Clerk
Summary/Objective The Administrative Assistant provides administrative support to the Director of Employment Connections as well as to the Director of One Source Solutions to prepare and review reports, maintain departmental files, initiate purchasing for the departments, coordinating all building, computer equipment and phone maintenance. This Assistant is also responsible for reception duties as the main contact for entrance to the building. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization.
Essential Functions Imparts agency philosophy of "maximizing each person's ability to lead a full and active life providing the highest quality services." Maintains confidentiality of information relating to individuals and their families in accordance with agency policy. Greets all visitors and employees entering the building, maintains visitor log and complies with the building security procedures. Provides administrative support for the Directors to include but not limited to preparing reports, special projects, taking meeting minutes, maintaining staff attendance, preparing expense reports. Orders supplies for the building to include preparing the purchase order and researching best pricing. Assists with ISO 9001 - recording and disseminating Management review minutes and files. Assists with building maintenance coordination as needed. Provides requests to CIS for computer equipment. Represents OneSource on various committees upon request. Sorts and distributes incoming mail. Maintains office files in relation to charts per regulatory requirements and assists with chart audits. Works with staff from Access-VR, Path to Empowerment to create and maintain charts, file paperwork and enter data into tracking spreadsheets, etc Maintains petty cash, replenishing, disbursing and reconciling vouchers and maintaining gift card tracking logs for clients and distributing gift cards. Participates in conferences, workshops and in-service training as needed or recommended to enhance job skills and personal growth and development. Adheres to agency's policies and procedures as well as department guidelines. Performs other duties at the discretion of the President/CEO or his/her designee.
Competency Requirements Excellent Customer Service Skills. Communication Proficiency. Strong organizational skills. Self-motivation and initiative skills. Ability to effectively multi-task.
Required Education and Experience High School Diploma or equivalent. Previous successful experience in administrative/clerical work preferred. Knowledge of office management, office machines, phone systems and proficiency in typing. Proficient in the use of Microsoft Office software (Word, Excel, PowerPoint). Demonstrated ability to work independently and as a team. Ability to accept responsibility. Ability to comply with professional standards of conduct, including pleasant speaking voice and courteous manner as well as the type of personality able to meet the demands of the position.