Administrative Assistant

Job Title: Administrative Assistant (Full-time 30 hours, Non-Exempt) for Glenville Office

Hiring Range: $18 - $20 an hour

Job Summary:

As receptionist, functions as the primary greeter at the Glenville office; both in person and on the phone. Provides office management/coordination, purchasing and ordering coordination, working with vendors, clerical support to Glenville Office and general office management. Provides primary clerical support to executive staff including the Executive Director and the Director of Finance. Works closely with Finance Department for scanning, filing, and organizing data, information, and files.

Duties and Responsibilities:

• Answers phones, maintains voice mail, and greets visitors.
• Responsible for checking general voice mail box. Respond and forward messages as needed.
• Manages office voicemail system and retrieves and distributes all messages and faxes.
• Maintains phones, faxes, copier, postage meter and other office equipment, and liaison with technicians.
• Sends out, retrieves, opens mail and checks, and distributes mail.
• Ensures office opening and closing procedures are followed.
• Maintains key inventory.
• Maintains databases and reports for donated items and funds coming to the Glenville office.
• Coordinates orders of office and program supplies for program and office staff and forwards to Office Coordinator of the Clifton Park office following ordering procedure.
• Performs general office duties such as typing and filing for the Executive Director and Director of Finance.
• Works collaboratively with the Finance Department to scan, file, electronically store, and keep accurate records of all financial transactions and other material as needed.
• Records, types and distributes minutes of staff meetings.
• Responsible for scheduling and recording facility use by others.
• Maintains orderly and clean office environment.
• Completes and documents a minimum of 10 hours of job-related training per year.

Skills Required to Perform the Job:

• Ability to work with a diverse group of people in a professional manner and function as part of a team.
• Pleasant and respectful demeanor.
• Ability to organize and prioritize work.
• Ability to handle multiple phone lines.
• Ability to lift and carry a minimum of 30 pounds.
• Working knowledge of Microsoft Office suite and internet-based applications.
• Ability to learn to utilize various computer databases.

Qualifications:

• High School Diploma or equivalency.
• 1-year minimum secretarial experience.
• Notary Public Certification preferred.
• Valid, clean NYS driver’s license.

Telecommuting and Remote Work:

Generally, work from home is not a viable option as this position requires significant in-person presence to manage the office including responding to community visitors, donors, clients and staff needs at the office as well as answering phones for the office. Working from home will be considered in unusual circumstances and only when the Executive Director approves such a request.

Employer Disclaimer:

• Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their direct supervisor.
• This job description does not create an employment contract, implied or other than as “at Will” employment relationship.

CAPTAIN CHS is proud to be an Equal Opportunity Employer (EOE)

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 30 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

People with a criminal record are encouraged to apply

Ability to Relocate:

• Schenectady, NY 12302: Relocate before starting work (Required)

Work Location: In person