Administrative Assistant - Adult Programs

EOE Statement Our agencies are equal opportunity employers. We do not discriminate against employees or applicants in the hiring, promotion, compensation, placement, termination, layoff, recall, transfer, leaves of absence or any other term or condition of employment on the basis of race, color, religion, sex, sexual orientation, gender orientation/identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran, domestic violence victim status, prior arrest and conviction records or any other protected category in accordance with applicable federal, state and local laws.

Description

* Starting in December 2026*

Administrative Assistant
- Adult Programs

Location: Happiness House Canandaigua Site

Salary: $18.00 - $20.00 per hour

Employment: Full Time/12 Month (37.5 hours per week), Monday through Friday 8:00am-4:00pm

Summary/Objective: This position provides administrative support for the adult programs. In addition to typing, filing and scheduling, performs duties such as obtaining supplies, coordinating Agency mail, and working on special projects as needed. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization.

• 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.
• Demonstrates basic reasoning and writing skills and problem-solving skills.
• 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.

• Communication proficiency.
• Strong organizational skills.
• Self-motivation and initiative skills.
• Ability to effectively multi-task.

• Imparts agency philosophy of “Equal Opportunity, Independence and Realization of Individual Potential” to children, families, program staff and community resources.
• Maintains confidentiality of information relating to individuals and their families in accordance with agency policy.
• Answering incoming Agency calls and refers calls and messages to the appropriate person.
• Completes all typing and filing for DIFSS and supervisors within established time frames and format.
• Proofreads all material prior to returning to author.
• Maintains credit card and petty cash logs; processes receipts/check requests/invoices and distributes if needed.
• Distributes all incoming and outgoing mail according to established procedures.
• Assists supervisors/DIFSS in compiling data and paperwork necessary for service, billing (HCSS - PCA, ILST) and on-call binder.
• Works with Maintenance supervisor to log maintenance data in NYS site for buildings as appropriate.
• Scans and files physical and electronic documents as per policy.
• Notifies appropriate individuals/therapists when therapy appointments are cancelled.
• Tracks staff on-site, poor weather communication systems, AED and vehicle maintenance/repairs for the Canandaigua site.
• Maintains conference rooms, shared and departmental equipment and arranges for appropriate repair when necessary.
• Assists the Director with the monitoring of the building maintenance/emergency repairs as necessary.
• Coordinates with transportation providers to handle transportation changes including for Structured Day Program and Service Coordination via MAS (Medicaid Transport System).
• Assists staff with use of conference room equipment, zoom calls and conference call equipment as needed.
• Maintains electronic policy manuals and forms folders.
• Greets all visitors entering the building, maintains visitor log and complies with the building security procedures.
• Responsible for ordering of supplies and equipment for the site as requested by the Program Director.
• 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.

Supervisory Responsibility: None

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties,…