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About the Role
Provide confidential, accurate, and timely secretarial support to the Director and/or department. Ensure professional and confidential communication and documentation. Act as a liaison between employees and the Director.
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.
- Type, file, copy, and distribute materials for the Director/Assistant Director accurately, timely, and confidentially.
- 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 any 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.
- Ability to use 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 verbal and written communication skills.
- 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.
- Sitting for extended periods of time.
- Use of computers and/or writing for extended periods of time.
- Exposure to office equipment/chemicals.
- Bending, reaching, pulling, and pushing in the course of filing and miscellaneous clerical work.
- 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
- Monitoring own work for quality
- Organizing and prioritizing work
- Time management
- Independent work
- Confidentiality
- Typing
- Computer skills
- Microsoft Office Products (Word, Excel, Outlook)
- Microsoft Word proficiency
- Microsoft Excel proficiency
- Adaptability
- Managing competing demands
- Dealing with frequent change, delays, or unexpected events
- Effective oral communication
- Effective written communication
- Organizational skills
- Interpersonal skills
- Attention to detail
- Adherence to policies
- Driving (preferred)
- Maintaining insurance and registration
- Sitting for extended periods
- Using computers for extended periods
- Using writing tools for extended periods
- Bending
- Reaching
- Pulling
- Pushing
- Speaking clearly
- Remaining calm in stressful situations
Work Type
- Non-Exempt
Experience Level
- One year clerical experience
Education Level
- High School diploma
- Associate’s Degree preferred