Administrative Assistant-Preschool Program

To Apply please go to to the following website: http://happinesshousecprochester.appone.com/

Job Title: Administrative Assistant

Location: Golisano Autism Center Preschool Program - Rochester, NY

Salary: $17.50-$18.75 per hour

Employment: Part Time/12 Month (30 hours per week), Monday through Friday during business hours. Evening work may be required as job duties demand. This position includes paid vacation, personal and sick leave, 10 paid holidays, matching 403b, health, dental, vision, and more!

Summary/Objective: The Administrative Assistant provides administrative support for the children’s program. This position will support the Happiness House children’s program at the Golisano Autism Center program. This position also includes handling confidential information and daily interactions with all levels of agency employees, outside agencies, program participants, and the general public.

Minimum Qualifications:

1. High School Diploma or equivalent.
2. Previous successful experience in administrative/clerical work preferred.
3. Knowledge of office management, office machines, phone systems and proficiency in typing.
4. Proficient in the use of Microsoft Office software (Word, Excel, PowerPoint).
5. Demonstrated ability to work independently and as a team.

Competency Requirements:

1. Ability to accept responsibility
2. Ability to comply with professional standards of conduct, including a pleasant speaking voice and courteous manner in all interactions
3. Strong oral and written communication skills
4. Excellent organizational and time/project management skills
5. Self-motivation and initiative skills.

Responsibilities include:

1. Imparts agency philosophy of “Equal Opportunity, Independence and Realization of Individual Potential” to children, families, program staff, and community resources.
2. Maintains confidentiality of information relating to individuals and their families in accordance with agency policy.
3. Participates in conferences, workshops, and in-service training as needed or recommended to enhance job skills and personal growth and development.
4. Adheres to the agency’s policies and procedures as well as department guidelines.
5. Performs all administrative duties for the Program Director.
6. Answers the telephone, provides requested information, takes messages, and/or refers calls to the appropriate staff member.
7. Greets all visitors to the program, directing them to the appropriate location, and ensuring they are signed in and have a visitor’s badge.
8. Copies and distributes all notices to parents, staff, and the public as needed including quarterly and annual review reports.
9. Assists with the ordering of classroom and therapy supplies and equipment and maintains stock of office supplies as requested by the Program Director
10. Schedules and conducts agency tours as requested by the Program Director.
11. Assists with the recruitment of children without disabilities including advertising tours, and maintaining a list of potential children.
12. Assists with the enrollment of children into the program including enrollment packets, contractual agreements, and payments.
13. Maintains attendance records for children in agency programs (daily and monthly duties).
14. Creates children’s charts and keeps them current through regular filing and purges files annually.
15. Creates and maintains an electronic student database and keeps current.
16. Sends required information including evaluations, withdrawal information, and prescriptions to the county as needed.
17. Communicates with school districts and county representatives as needed regarding IEPs, STACs, evaluations, CPSE meetings, annual review reports, quarterly reports, and McGuiness, NYEIS, and Frontline.
18. Maintains regular contact with transportation providers to handle busing paperwork, changes, and problems that may arise.
19. Maintains busing lists and calls for buses to be loaded.
20. Maintains all program and office equipment, including contacting the appropriate persons needed for repairs.
21. Distributes all incoming mail/interoffice mail and mails outgoing correspondence.
22. Manages monthly credit cards usage and receipts
23. Maintains billing systems such as NYEIS (EI Hub) and McGuiness.
24. Manages student prescriptions.
25. Verifies IEPs and STACs and track IEP changes following outlined procedures
26. Performs other duties at the discretion of the Program Director or designee.
27. Participates in conferences, and workshops. Department meetings and in-service training as needed or recommended to enhance job skills and personal growth and development.
28. Adheres to the 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, responsibilities and activities may change at any time with or without notice.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 30 pounds.

Travel: Travel is primarily local during the business day but employee will be expected to work at any of our partner agencies. Some out-of-the-area and overnight travel may be expected.

The listed base pay range is a good faith representation of current potential base pay for successful applicants. It may be modified in the future. Pay is determined by factors including experience, relevant qualifications, internal equity, and location.

EEO Statement: The 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.

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