Department: Youth System Services
FLSA Status: Non-Exempt
Pay Range: $21.00 - $23.50 per hour, Full Time
Reports to: Director of Youth Systems Services
JOB SUMMARY
The Administrative Assistant provides comprehensive administrative and office support to the Youth Systems Director, the Program, and department staff. This full-time position serves as the first point of contact for visitors while ensuring smooth daily operations through efficient administrative management. The role assists with oversight of special project logistics, quality control of written materials including requests for proposals, brochures, event notices, and informational articles. The Administrative Assistant also provides daily support to the Program Director. The role does not include any supervisory responsibilities. The role requires strong organizational skills, attention to detail, and the ability to work independently while supporting multiple team members in a dynamic environment.
ESSENTIAL FUNCTIONS:
- Leadership/Departmental Administrative Support:
- Provide comprehensive administrative support including calendar. management, meeting coordination, and preparation of correspondence for the Program Director and department heads.
- Schedule and set up conference calls for internal and external partner meetings.
- Responsible for accurately taking meeting minutes and distributing formatted and proofed minutes in a timely manner.
- Draft, proofread, and edit documents, memos, letters, and reports as required or assigned.
- Office Management:
- Greet and assist visitors, directing them to the appropriate personnel or location.
- Maintain a clean and organized office environment, ensuring supplies are stocked and equipment is in working order.
- Manage general phone calls, emails, and other forms of communication, routing inquiries to appropriate individuals.
- Handle incoming and outgoing mail, packages, and deliveries.
- Logistics Management:
- Assist in coordination and implementation of department and organization-wide events, workshops, and conferences; which include handling logistics.
- Coordinate meeting logistics, including booking rooms, and preparing materials.
- Data Entry and Record Keeping:
- Enter and maintain data in organizational databases and spreadsheets to generate reports for department programs and services.
- Maintain accurate and organized records, both in physical and digital formats.
- Administrative Support:
- Assist in preparing presentations, reports, and other materials for meetings or projects.
- Assist with budget preparation by gathering data and formatting documents.
- Organize and manage filing systems (hard copy and electronic) for department documents and records.
- Ensure compliance with document retention policies.
OTHER DUTIES:
- Collaborate with colleagues to provide administrative support and ensure seamless operations across departments.
- Assist with special projects and tasks as assigned.
EDUCATION & EXPERIENCE:
- Associate's degree in business administration, office management, or related field required.
- Minimum of 2-4 years of progressive administrative experience; ideally in the nonprofit, sector.
- Prior experience working in a public-facing role for a community focused organization strongly preferred.
- Experience with database management, records maintenance, and administrative support for multiple professionals.
KNOWLEDGE, SKILLS & ABILITIES:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.
- Experience with database systems (such as Salesforce or similar CRM) preferred.
- Excellent written and verbal communication skills with strong attention to detail.
- Ability to manage multiple priorities simultaneously while meeting deadlines.
- Strong organizational skills with the ability to develop and maintain efficient filing and tracking systems.
- Demonstrated ability to work independently and exercise good judgment.
- Superior customer service skills and professional phone etiquette.
- Basic bookkeeping knowledge and experience with financial record-keeping preferred.
- Ability to maintain confidentiality regarding sensitive information.
- Ability to work on-site as scheduled or required.
- Acts in a manner which supports and embraces RochesterWorks’ vision to integrate diversity, equity, inclusion, and accessibility into the day-to-day operations of the organization.
PHYSICAL DEMANDS & WORK ENVIRONMENT:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
PHYSICAL DEMANDS INCLUDE:
- Standing, walking, and sitting;
- Bending, stooping, twisting;
- Reaching above and below shoulder level;
- Climbing short distances like stairs;
- Using hands to finger, handle, or feel objects;
- Grasping documents and office equipment;
- Repetitive hand and finger motions, especially for computer use;
- Handling and manipulating office supplies;
- Occasional light lifting up to 20 pounds; and
- Carrying office supplies, files, and documents.
WORK ENVIRONMENT:
- Typical office work environment.
- Occasionally assist with organization’s special events at a non-office location.
HOW TO APPLY:
Interested candidates should e-mail their resume and cover letter to jfrenz@rochesterworks.org and put the job title in the subject line of the e-mail.