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About the Role

Provide confidential, accurate, and timely secretarial support to a Director and/or department. Act as a liaison between employees and the Director, ensuring professional and confidential communication and documentation.

Responsibilities

• Act as a liaison between employees and the Director.
• Assist with managing the Director’s/Assistant Director’s calendar/schedule(s) and phone/messages.
• Accurately, timely, and confidentially type, file, copy, and distribute materials for the Director/Assistant Director.
• Coordinate and ensure dead filing and storage.
• Type, file, copy, fax, and distribute material for the Director of Independent Services and Self Direction staff.
• Update personal information sheets as directed.
• Prepare and maintain department files, binders, books, and records.
• 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.
• Assist with secretarial coverage for the Executive Director and Front Desk/Reception.
• Assist with Agency mail distribution, confidentially and accurately.
• Perform other related duties as requested/required by supervisor(s).

Requirements

• High School diploma required, Associate’s Degree preferred.
• One year of clerical experience.
• Ability to accurately and timely perform data entry and filing duties.
• Ability to edit work for spelling and grammar.
• Ability to present numerical data effectively.
• Ability to accurately read and interpret written information.
• Ability to monitor 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.
• Proficiency in Microsoft Word and Excel required.
• Ability to adapt to changes in the work environment.
• Ability to manage competing demands.
• Ability to deal with frequent change, delays, or unexpected events.
• Demonstrated ability to communicate effectively in oral and written form.
• Excellent organizational, time management, and interpersonal skills.
• 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.
• Ability to sit for extended periods of time.
• Ability to use computers and/or write for extended periods of time.
• Ability to speak clearly and remain calm in stressful or demanding situations.

Skills

• Data entry
• Filing
• Editing work for spelling and grammar
• Presenting numerical data
• Reading and interpreting written information
• Organizing and prioritizing work
• Time management
• Working independently
• Maintaining confidentiality
• Typing
• Computer skills
• Microsoft Office Products (Word, Excel, Outlook)
• Microsoft Word
• Microsoft Excel
• Adapting to change
• Managing competing demands
• Dealing with frequent change, delays, or unexpected events
• Effective oral communication
• Effective written communication
• Interpersonal skills
• Attention to detail
• Adherence to policies
• Coordination
• Filing
• Data entry
• Report creation
• Database management
• Clerical functions
• Secretarial coverage
• Mail distribution

Work Type

• Non-Exempt

Experience Level

• One year clerical experience

Education Level

• High School diploma
• Associate’s Degree