Admin Assistant I - Brockport, NY - Day Services

Job Description

Job Description

Lifetime Assistance – Admin I: Day Services
Make an Impact. Create Joy. Shape the Future.

At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job—it’s a chance to transform lives, including your own.

Position Overview:

Job Title: Admin I – Day Services
Location: Brockport, NY, 14420
Department: Day Services
Reports To: Community Integration Coordinator (CIC)
Employment Type: Full-Time, Non-Exempt
Starting Wage: $18/hour
Schedule: Monday - Friday 7:30am-4:00PM

As an Admin I with Day Services, you’ll help keep program operations organized, welcoming, and running smoothly. This role combines administrative support, financial recordkeeping, customer service, and program coordination in an environment where your work directly supports staff and the individuals we serve.

Our Admin I team members are often at the center of day-to-day program activity—maintaining records, processing paperwork, assisting with purchasing and billing, coordinating events and catering, and making sure the many administrative details behind our programs stay on track.

Why You Should Work for Lifetime Assistance?

• No-Premium Health Insurance: Access comprehensive healthcare without added cost.
• Education Support: Tuition assistance, scholarships — 50% off tuition for two courses per semester plus up to $3,000 scholarship per semester — plus micro-credential stipends up to $750 and SUNY partnerships.
• Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career Growth: Clear pathways to advancement, leadership training, and coaching support.
• Work-Life Harmony: Generous paid time off and supportive scheduling.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person — both those we support and our employees alike.

Your Core Responsibilities:
Administrative & Office Support

• Prepare and distribute correspondence, reports, rosters, and program documentation.
• Maintain accurate electronic records, scanning and filing documentation as needed.
• Answer incoming calls and greet staff, visitors, and individuals supported in a professional and welcoming manner.
• Sort and distribute incoming mail and program materials.
• Monitor office supplies and assist with coordinating equipment, materials, and other program needs.
• Provide administrative support across program locations and leadership teams as assigned.

Financial, Purchasing & Billing Support

• Complete routine financial documentation, including monthly spending paperwork, worksheets, petty cash ledgers, and related tracking.

• Balance and maintain petty cash records as assigned.

• Enter and maintain information using Excel spreadsheets and agency purchasing or billing systems.

• Receive and submit daily attendance information to support accurate and timely service billing.

• Assign and distribute purchase orders and assist with maintaining purchasing records and tracking systems.

• Maintain accurate financial documentation and escalate discrepancies or concerns as appropriate.

Program & Event Coordination

• Assist with the administrative details behind program events, celebrations, meetings, and other activities.

• Coordinate tasks such as ordering catering, obtaining supplies, and assisting with decorations and event preparation.

• Attend meetings as requested, record meeting minutes, and distribute finalized documentation.

• Assist leadership with follow-up administrative tasks and program coordination.

Customer Service & Program Support

• Provide friendly, professional customer service to individuals supported, staff, families, visitors, and other agency partners.

• Help maintain an organized and welcoming program environment.

• Respond to routine questions and administrative needs while identifying matters requiring leadership assistance.

• Work independently and take initiative to resolve routine administrative challenges.

• Manage multiple priorities in an active Day Services environment.

Compliance & Documentation  

• Support the Community Integration Coordinator and program leadership with administrative and operational needs. 
• Maintain accurate, timely, and confidential program documentation. 
• Follow agency policies and applicable regulatory requirements, including Medicaid and HIPAA requirements. 
• Support consistent administrative practices and recordkeeping across assigned program locations. 

Transportation & Agency Support

• Maintain a valid New York State driver’s license. 
• Complete occasional work-related errands such as banking, picking up catering or program supplies, and other administrative needs. 
• This position does not require van certification or transporting individuals supported.

What You Bring:
Education & Experience

• Minimum of two (2) years of secretarial, clerical, administrative, or related office experience required.

• Associate degree in Secretarial Science or a related field preferred.

• Valid New York State driver’s license required.

• Experience performing basic financial recordkeeping, purchasing, billing, or petty cash functions preferred.

Computer & Administrative Skills

• Proficiency with Microsoft Word and basic Microsoft Excel functions.

• Ability to accurately enter and maintain information in spreadsheets and computerized systems.

• Ability to use electronic filing, scanning, purchasing, and billing systems.

• Strong organizational skills and attention to detail.

• Ability to maintain accurate records and documentation.

Financial & Mathematical Skills

• Comfort working with basic financial information and routine mathematical calculations.

• Ability to balance petty cash, maintain ledgers, complete spending worksheets, and accurately track financial information.

• Ability to identify discrepancies and follow established procedures to resolve or escalate concerns.

Communication & Customer Service

• Strong written and verbal communication skills.

• Friendly, professional, and hospitality-minded approach to working with others.

• Ability to interact effectively with individuals supported, staff, leadership, visitors, and community partners.

• Ability to read and interpret written instructions, correspondence, and routine program documentation.

Initiative, Organization & Problem-Solving  

• Ability to work independently and take initiative when direct supervision is not immediately available. 
• Strong multitasking and time-management skills. 
• Ability to follow written, verbal, and diagram-based instructions. 
• Ability to use sound judgment to resolve routine administrative challenges. 
• Ability to adapt to changing priorities in an active program environment.

Our Mission & Culture:

• Mission-Driven Work: Empowering individuals to live with independence and purpose—here, your work truly matters.
• Inclusive & Supportive: A workplace built on respect, dignity, and a shared vision of inclusion.
• Community Impact: Join efforts that reflect Lifetime Assistance’s dedication to community partnerships and enhanced quality of life for all.

Are You Ready to Begin?

If you’re a compassionate leader ready to take the next step in your human services career, apply today and join us in building lives of independence—one person at a time.

Equal Opportunity Employer
Lifetime Assistance is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to inclusive hiring practices without regard to race, religion, gender, age, disability, or other protected characteristics.

“I am part of something bigger… Being a Lifetime Assistance employee means everything to me.”
— Kimberly C, Family Coordinator of Community Services, celebrating her 30th year with us