Administrative Assistant, Agency

Job Description

Job Description

ADMINISTRATIVE ASSISTANT, AGENCY

 

Title : Administrative Assistant, Agency

Location :   Albany, NY

Program : Executive/Administrative

Type :   Full-time /  Non-Exempt

Pay Range : $21.00 – $23.00 (hourly) 

Schedule : Monday-Friday, 8:30am – 4:30pm 

Notes : some flexibility may be required as needed.

Job Ref. # : 0662

 

About St. Catherine’s Center for Children

St. Catherine’s Center for Children is a non-profit organization located in the Greater Capital Region of New York. We offer a wide array of human services designed to meet the needs of vulnerable children, families and adults, including residential and therapeutic foster care programs for children and youth, Kinship support, homeless and community-based services for adults and families, a special education elementary school for ages 5-13, and so much more. 

St. Catherine’s is committed to cultivating a culture where all employees feel safe to bring their authentic and best selves to the workplace. We are invested in fostering an equitable, inclusive and diversified workplace; collaboratively embracing mindfulness, relevance, respect and solidarity.

• Our Mission: St. Catherine's Center for Children provides a comprehensive range of human services designed to offer hope, foster growth, and improve the lives of the children, families, and adults we serve.
• Our Vision: Our willingness to embrace change and develop new services is, and will remain, our guiding philosophy as we support the human service needs of our community.

Position Overview & Organizational Relationships

The Front Desk Monitor monitors the front desk of Michael’s House, a 20-unit, fully furnished, supportive housing facility located at 543 North Pearl Street that provides a safe and stable environment for families and individuals who are homeless or at-risk of becoming homeless. The individual in this role will help to foster a supportive, caring and family atmosphere for the residents of Michael’s House, as well as the staff. 

Essential Duties & Responsibilities include: 

• Answer multi-line telephone system; take messages and direct calls to appropriate staff. This person many times is the first line of contact between the Agency and those we serve. 
• Greet visitors in a kind and welcoming manner and contact staff regarding appointments to ensure visitors are following Pastoral Center/Agency protocols. 
• Receive subpoenas and follow written subpoena procedures.
• Maintain numerous calendars. 
• Post mail daily; bring to mailroom and pick up and distribute mail, including packages (persons receiving heavy packages will be notified for pick up).
• Ensure postage machine is operational with appropriate funding, supplies and codes.
• Monitor 4th floor office equipment (copier, coffee machine, postage meter) to ensure all are operational; report when repairs are needed.
• Enter work orders in AWARDS as needed.
• Provide administrative support to executives and designees, as assigned by the Director of Administrative Operations. This may include typing reports, filing, record retrieval and storage, as well as digital storage, destruction of records in accordance with procedures outlined in CQI policies and procedures, and copying and faxing information, as necessary.
• Provide requested records/files to requestors, including the courts or individuals, in keeping with established procedures and HIPAA requirements.
• Place orders for Administrative supplies, with guidance from Purchasing Agent/Finance.
• Assisting agency program staff in retrieving + securing donated items, from inventory, for their clients. 
• Responsible for maintaining and updating various tracking sheets where needed.
• Point person for all Conference Room Reservation Requests, Visitor Sheets, and sending out the daily lunch menu. 
• Responsible for scanning old/outdated paper client files and creating an electronic client file prior to disposal of old file. 
• Scan paper records into electronic file system.
• Must stay familiar with the various Agency programs.
• Represent the Administrative Department as a member of the Employee Activities Committee. 
• Other position-related duties as assigned by Director of Administrative Operations.

Requirements & Qualifications

• Associates Degree; will consider High School Diploma or equivalent (GED/TASC) with equivalent workforce experience.
• Possess excellent organizational, planning, and time-management skills to effectively prioritize and carry out varied job tasks in a timely manner.
• Outstanding written and verbal communication and strong interpersonal skills, with the ability to demonstrate empathy and patience when engaging with socio-economically, culturally, and functionally diverse individuals.
• Data entry experience with a keen attention to detail.
• Proficiency in essential computer applications and secure internet practices, specifically Microsoft Office Suite (Word, Excel, PowerPoint) and Google Business Workspace Suite (Gmail, Sheets, Docs, Meet).
• Experience with AWARDS is a plus!
• Ability to function well in a high-paced, busy office environment.
• Must be able to lift 20–25 pounds.

Core Competencies & Essential Attributes :

• Capable of exercising discretion, respecting professional and personal boundaries, and handling sensitive client, donor, and agency data with strict confidentiality.
• The ability to make good judgments when handling telephone calls and assisting clients as required, with the ability to remain calm under frustrating circumstances.
• Self-motivated to work independently, as well as cooperatively and effectively as part of a team.
• Demonstrate patience, flexibility, and adaptability with day-to-day operational changes.
• Demonstrate the ability to carry out assigned tasks and conduct oneself professionally in alignment with agency policies, ethical guidelines, and established procedures, while representing the mission and philosophy of St. Catherine’s and outside regulatory bodies.

What We Offer You**

At St. Catherine’s Center for Children, we believe in taking care of the people who take care of our community. We offer competitive compensation alongside a comprehensive benefits package designed to support your health, wealth, and professional growth:

Financial Security & Future Planning

• Pension Plan: Secure your future with a retirement pension plan featuring a generous agency contribution.
• 403(b) Retirement Savings: Pre-tax savings options to further build your nest egg.
• Student Loan Forgiveness: As a 501(c)(3) non-profit agency, employment here qualifies eligible staff for the Public Service Loan Forgiveness (PSLF) Program .
• Expense Reimbursements: Travel and mileage reimbursements for any role-related transit.

Health & Well-being

• Comprehensive Health Insurance: Choice of robust Medical, Dental, and Vision plans to fit your needs.
• Well-being Reimbursement: A $600 annual benefit dedicated to supporting your personal wellness journey.
• Work-Life Balance: Generous Combined Leave Time (CLT) plus paid holidays so you can rest and recharge.
• Life Insurance: Fully employer-paid, automatic life insurance coverage at no cost to you.

Professional Growth & Culture

• Paid Certifications & Training: Fully covered training updates, including Therapeutic Crisis Intervention (TCI) and CPR/AED/First Aid.
• Tuition Assistance: Financial support for continuing education and tuition reimbursement opportunities.
• Career Advancement: Clear pathways for professional development and internal career growth.
• Our Culture: Enjoy the comfort of a welcoming, business-casual work environment rooted in our core values of Mindfulness, Relevance, Respect, and Solidarity.

** Please note: To qualify for specific benefits, certain terms and conditions may apply.

Equal Opportunity Employer (EOE) Statement

St. Catherine’s Center for Children is deeply committed to creating a diverse, inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, gender identity or expression, sexual orientation, national origin, reproductive health, pregnancy, family history, genetics, disability, age, military status, veteran status, political affiliation, or any other characteristic protected by federal, state, or local laws.

If you would like to learn more about our agency or one of our many programs, please visit our website at: