Administrative Assistant Job at Center for Youth Services in Rochester

OVERVIEW:

This is a full-time position, 37.50 hours per week. The hours for this position 10:00AM-6PM. The Administrative Assistant position is responsible for providing administrative support to the Human Resources department by managing recruitment process/logistics and other related duties. In addition, this position is responsible for a variety of administrative support duties that support the agency. The Administrative Assistant provides telephone and reception coverage one hour per day and serves as a back-up to the receptionist during absences.

ESSENTIAL FUNCTIONS AND EXAMPLES OF DUTIES:

HR Support:

• Maintain internal and external databases such as fingerprinting, OCFS Agency Online Profile (OAOP) and others as assigned
• Create Business Cards and Identification Cards for staff and/or clients
• Research and identify recruitment sources that meet agency needs, attend job fairs as needed
• Create and maintain job postings on agency website and external system, train managers on external system as needed
• Manage logistics of the interview request process - setting up interviews for managers as needed, preparing interview packets for applicant and for interviewers, follow up, letters, maintaining files, in a timely manner
• Answer general questions/phone calls regarding employment
• Complete background checks on applicants including criminal history, driving, state central register, fingerprinting
• Create and maintain physical and digital HR Employee Files, ensure completion/compliance
• Create and maintain other HR files including fingerprinting, I-9s, etc..
• Assist with development and maintenance of a digital document storage system
• Assist in file Audit preparation as needed
• Perform other duties, as assigned

Other:

• Provide reception/office coverage 1 hour each day (during the lunch hour) and additional hours as needed. This position serves as the primary back-up to the receptionist. During this time, assumes job duties of the receptionist including but not limited to: intake and distribution of phone calls, greet and respond to visitors and clients, ensure all reception protocols are followed, assist with distribution of faxes and mail.
• Assist development/fundraising staff with clerical tasks such as thank you letters, etc..
• Maintain agency supply closet, submit purchase orders as needed
• Employee appreciation/recognition/support - Monthly Anniversary announcements, arranging for cards, gifts, etc.. for celebration and sympathy, help committee with planning of employee events
• Assist Director of Volunteers with management of donations and food pantry
• Assist with Special Events, as needed
• Assist with the Conference/Training Request process, including travel arrangements, as needed
• Perform other duties and assist other Directors/Departments, as needed

EMPLOYMENT GUIDELINES:

• The individual prioritizes and plans work activities and uses time efficiently.
• The individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• The individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• The individual communicates clearly.
• The individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• The individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Must be able to focus well with time constraints, schedules and competing priorities. Must be able to work in a busy environment.
• The individual must have excellent telephone manner and ability to manage multi-line phone system.
• Must have experience operating and providing general maintenance of office equipment (i.e. fax machines, copiers, etc.)
• Must have access to a vehicle and telephone and possess a valid Driver's license with a driving record acceptable to agency insurance carrier. In addition, must have the following automobile insurance: $100,000 per person/$300,000 per accident Bodily Injury and $50,000 Property Damage.

QUALIFICATIONS:

Associates Degree and a minimum of 2-3 years of related office experience required. An equivalent combination of education and experience will also be considered. Must have access to a vehicle and telephone and possess a valid Driver's license with a driving record acceptable to agency insurance carrier. In addition, must have the following automobile insurance: $100,000 per person/$300,000 per accident Bodily Injury and $50,000 Property Damage.

Rev. 11/2024

The Center for Youth provides equal opportunities for employment.