Administrative Assistant - Adult Programs

Job Description

Job Description

*Starting in December 2026*

Administrative Assistant - Adult Programs

Location: Happiness House Canandaigua Site

Salary: $18.00 - $20.00 per hour

Employment: Full Time/12 Month (37.5 hours per week), Monday through Friday 8:00am-4:00pm

Summary/Objective: This position provides administrative support for the adult programs. In addition to typing, filing and scheduling, performs duties such as obtaining supplies, coordinating Agency mail, and working on special projects as needed. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization.

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.
6. Demonstrates basic reasoning and writing skills and problem-solving skills.
7. Ability to accept responsibility.
8. Ability to comply with professional standards of conduct, including pleasant speaking voice and courteous manner as well as the type of personality able to meet the demands of the position.

Competency Requirements:

1. Communication proficiency.
2. Strong organizational skills.
3. Self-motivation and initiative skills.
4. Ability to effectively multi-task.

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. Answering incoming Agency calls and refers calls and messages to the appropriate person.
4. Completes all typing and filing for DIFSS and supervisors within established time frames and format.
5. Proofreads all material prior to returning to author.
6. Maintains credit card and petty cash logs; processes receipts/check requests/invoices and distributes if needed.
7. Distributes all incoming and outgoing mail according to established procedures.
8. Assists supervisors/DIFSS in compiling data and paperwork necessary for service, billing (HCSS - PCA, ILST) and on-call binder.
9. Works with Maintenance supervisor to log maintenance data in NYS site for buildings as appropriate.
10. Scans and files physical and electronic documents as per policy.
11. Notifies appropriate individuals/therapists when therapy appointments are cancelled.
12. Tracks staff on-site, poor weather communication systems, AED and vehicle maintenance/repairs for the Canandaigua site.
13. Maintains conference rooms, shared and departmental equipment and arranges for appropriate repair when necessary.
14. Assists the Director with the monitoring of the building maintenance/emergency repairs as necessary.
15. Coordinates with transportation providers to handle transportation changes including for Structured Day Program and Service Coordination via MAS (Medicaid Transport System).
16. Assists staff with use of conference room equipment, zoom calls and conference call equipment as needed.
17. Maintains electronic policy manuals and forms folders.
18. Greets all visitors entering the building, maintains visitor log and complies with the building security procedures.
19. Responsible for ordering of supplies and equipment for the site as requested by the Program Director.
20. Participates in conferences, workshops and in-service training as needed or recommended to enhance job skills and personal growth and development.
21. Adheres to 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.

Our comprehensive benefit plan includes but is not limited to (full-time & part-time positions only):

• Affordable Medical (Full-Time only) / Dental / Vision Insurance
• Paid Personal Time Off
• Paid Vacation Time
• Paid Sick Time
• 10 Paid Holidays
• Matching 403B and/or ROTH Retirement Plan
• Additional Insurance Offerings - Term Life, Short Term Disability, Critical Illness with Cancer Rider, Accident Insurance, Identity Theft Protection
• Employer Paid Term Life/AD&D Insurance & Long-Term Disability
• Employer Paid Health Reimbursement Arrangement (HRA)
• 25% Tuition Discount for benefit-eligible Employees and Family Members at Roberts Wesleyan College

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 identity/expression, 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.