Administrative Assistant II

Job Summary

The Administrative Assistant II is responsible for efficiently completing various administrative tasks and providing essential operational support. This role involves implementing administrative systems, procedures, and policies, and skillfully resolving challenges while exercising independent judgment.

Essential Job Functions

• Provide administrative, clerical, operational, and systems support to assigned program or department area. 
• Coordinate and prepare correspondence, reports, manuals, presentations, and data for the department to ensure deadlines are met.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Maintain general knowledge about the services and activities of the program or department and use knowledge of overall functions across Hillside. 
• Maintain scheduling and event calendars of leader as requested.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Coordinate communication and interaction with multiple Hillside departments, including Purchasing, Marketing, Facilities, Technology, HR, Payroll, and Finance, following provided directives. 
• Respond promptly to inquiries, assess the need for issue escalation, and determine the appropriate method for issue resolution in accordance with agency protocols.
• Maintain updated standard operating procedures, including but not limited to ordering supplies and maintaining files and materials. 
• Assist with handling cash and/or other financial responsibilities in support of program budgets or financial management, as needed.
• Manage access to and knowledge derived from confidential information and records to assure that such information/records remain confidential.
• Residential Aftercare programs:
  • Maintain current knowledge of OCFS Administrative Directive and FAQ’s pertaining to Aftercare.

  • Maintain list of External QRTP’s in order to ensure timely transition for youth.

     

    Maintain contact with Case Managers and Aftercare leads at each campus to support timely internal and external transfers of youth for post-discharge Aftercare.

     

    Maintain knowledge of Aftercare Practices to ensure consistency across campuses.

• While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.

Education & Experience

• High school diploma or GED required.             
• Minimum 3 years of experience in office management or administration required.

Special Requirements

• Unrestricted, valid NYS driver’s license for minimum of 1 year with a clean driving record and minimum insurance coverage that meets agency standards. 

Knowledge, Skills & Abilities

In addition to demonstrating the Hillside Professional Competencies of Communicates Effectively, Personal Excellence, Cultural Competence, Builds and Leverages Relationships, and Optimizes Decision Making, the following occupational competencies must be demonstrated:

• Ability to manage multiple tasks, prioritize responsibilities, and maintain a well-organized workspace to ensure efficiency and productivity.
• Strong verbal and written communication skills, including the ability to compose professional emails, memos, and reports.
• Skill in managing time effectively, including scheduling appointments, coordinating meetings, and prioritizing tasks to meet deadlines and ensure smooth workflow.
• Ability to maintain a high level of accuracy and attention to detail in completing administrative tasks such as data entry, filing, and record-keeping to ensure accuracy and minimize errors.
• Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling virtual meetings.

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 the essential functions.

• Must be able to work a variable scheduling including evenings and weekends
• The following physical demands are required:
  • Occasional sitting (up to 4 hours)
  • Occasional