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ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

SCO Family of ServicesHuntington Station, NY, US
30+ days ago
Job type
  • Full-time
Job description

Administrative Assistant

Provide high-level administrative support to the Divisional Director of I / DD Services and ensure effective operational oversight across all I / DD programs and initiatives.

Specific Responsibilities :

  • Accept and screen phone calls; route calls; respond to routine ones.
  • Review emails and respond to routine ones.
  • Read, research, and route correspondence.
  • Draft letters and documents.
  • Prepare reports by collecting and analyzing information.
  • Collect and analyze information; initiate telecommunications as needed.
  • Maintain the Divisional Director's appointment schedule by planning and scheduling meetings.
  • Type memos, reports, letters, meeting minutes, etc., which may be confidential in nature.
  • Maintain confidentiality and protect operations by keeping confidential information.
  • Establish, maintain, and revise record-keeping and filing systems.
  • Classify, sort, and file correspondence, records, and other documents.
  • Maintain an accurate record of all cell phones within the program. Collect this equipment when it is no longer being used by the person it was originally assigned to; secure this equipment until it is reassigned.
  • Complete all special projects.
  • Serves as a liaison between the I / DD Administration and Residential.
  • Contribute to team effort by accomplishing related results as needed.
  • Maintain and update Long Island IRA location contacts monthly.
  • Serve as a chair on specific committees as needed.

Independently perform the following functions :

Financial :

  • Process, code, and review for all billing, invoices, petty cash, purchase orders, purchase card expense reports, and requisitions in a timely manner in accordance with agency procedure within COUPA.
  • Collect, coordinate, and review monthly billing for completeness and accuracy; prepare for Divisional Directors' approval; submit to billing; file; update retainer day tracking and submit with billing.
  • Collect, ensure completeness, and file all ISPs, LOCs, and Addendums.
  • Track monthly cable / internet charges with bills received, collect, and submit cable and rent payments.
  • Track all check and purchase card increase requests and submit reconciliations to finance (clothing for individuals and other requests as needed).
  • Prepare and process vendor service contracts (snow removal, landscape, etc.).

    • CHR :

  • Review entries in Evolve to ensure accuracy for billing.
  • Notify managers of any missing entries.
  • Make sure all summaries are complete.
  • Add new staff and change the location for staff who have transferred.
  • Run reports as needed.

    • Qualifications :

  • High School Diploma : Associate degree preferred
  • Proficiency with MS Office, Word, Excel, Power Bi
  • Excellent verbal and writing skills
  • Excellent telephone skills
  • Outstanding clerical skills

    • Relationship with Others :

  • Must be a team player in order to interact with Administrative and Managerial staff as well as Supervisory and Line Staff, as appropriate.
  • Have a strong sensitivity to cultural differences in order to work well with staff, individuals and families served.
  • Able to set limits, maintain role, work collaboratively and respectfully.

    • In addition, employees need to possess the following characteristics :

  • Maintain standard of high-quality work
  • Maintain high quality of productivity
  • Willing to increase overall job knowledge
  • Demonstrate good judgment and decision making
  • Maintain a positive attitude / team spirit
  • Remain flexible
  • Take initiative
  • Maintain good attendance and punctuality
  • Be a positive representative of SCO
  • Respond to supervision
  • Maintain confidentiality
  • Dress appropriately

    • Working Conditions :

  • Work conducted in office and program environments

    • Scope of Responsibility :

  • Serve as assistant to the Divisional Director
  • Responsible for maintaining all aspects of a well-run office.
  • Serve as the back-up for the office Manager of the portfolio when deemed appropriate

    • All other duties, as deemed necessary outlined by the divisional director or designee. Serve as assistant to the Divisional Director responsible for maintaining all aspects of a well-run office.

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    Administrative Assistant • Huntington Station, NY, US