Administrative Assistant

## Administrative Assistant Apply:
Manhattan:
Full time:
Posted Today:
R025826

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* Job Summary:

** Under the direction of administrative or program management, Administrative Assistants provide general clerical and administrative support for an assigned location, program or office. Receives, handles and/or directs inquiries by phone, email or in-person, coordinates and arranges meetings and/or makes notifications and requests. Coordinates office and/or operational activities, which may include tracking, monitoring or compiling information, performing data entry, scanning, copying and/or collecting, filing and reconciling information and contacting internal or external parties.

In assignments at a site with a reception area, may greet and direct individuals upon arrival or dismissal and/or coordinate transportation-related needs.
** Key/Essential Functions & Responsibilities
*** Performs a variety of clerical and administrative tasks on a regular or as needed basis (e.g. special projects, meetings, events, etc.), such as filing, copying, scanning and/or data entry; creating memos, lists, spreadsheets, presentations or other documents; and/or making notifications or inquires by email or phone.
* Answers and screens phone calls in a timely and professional manner, directing calls to appropriate parties, taking messages and/or handling inquiries.
* Coordinates, schedules and/or confirms meetings including, but not limited to: securing conference rooms or other appropriate spaces for meetings, determining availability of attendees, creating or sending electronic invitations using Outlook calendar or other established systems; may prepare agendas and/or attend meetings to assist with set-up or take minutes, as requested.
* Liaises with internal departments and external stakeholders on behalf of supervisor or others as directed, making requests, coordinating, securing, monitoring and/or tracking location- or program-related needs such as maintenance issues, appointments, schedules and transportation.
* Receives, sorts, prepares and/or distributes mail, packages and/or deliveries; replenishes, stocks and/or distributes supplies, as needed.
* Obtains, accesses and reviews documentation, in coordination with applicable staff; may assist with obtaining documentation from other internal or external sources including care managers, families, providers, government or oversight agencies and/or other internal departments by phone, email or in-person.
* Scans, saves, names/renames, uploads and/or maintains appropriate documentation in shared folders and other electronic systems (e.g. Digital Agency, Salesforce, etc.) on behalf of managers or supervisor, in accordance with applicable policies and procedures, as directed.
* Performs data entry in electronic systems and/or completes forms or other documents by entering information from receipts, records, statements, applications or other sources and updates and maintains referral-related data and documents in electronic systems, including shared drives and databases.
* Assists with development and implementation of systems and processes to improve or expedite monitoring, collecting, organizing and/or tracking of administrative paperwork and information in coordination with location management and supervisor.
* May be assigned responsibilities related to collecting, monitoring and/or tracking of information, such as program attendance by people we support, duration of attendance for services, and/or for specific initiatives, projects or programs, compiling information from various sources and systems, communicating or reporting findings, following-up and escalating concerns…