Full-time Administrative Assistant

St. Joseph's Addiction Treatment and Recovery Centers

Location: Rose Hill Adolescent Treatment Program - Massena, NY

Position: Full-time Administrative Assistant 

Schedule: Monday through Friday, 8:00am to 4:30pm 

Pay Range: $17.00/hour to $23.00/hour

Position Summary: The incumbent of this position is responsible for a wide variety of clerical, secretarial and administrative tasks, and activities. Such activities include a range of tasks indicative of participation in the operations of the program. His/her knowledge of and familiarity with the program are essential to its operation.

Education And Training:

A two-year college degree in an accredited college in the secretarial or business field or a High School or Equivalency diploma and five years' experience in the field.

Experience And Work Knowledge:

• Thorough knowledge of office policies and procedures.
• Thorough knowledge of policies and procedures from NYS Office of Alcohol & Substance Abuse Services.
• Working knowledge of business vocabulary specifically related to chemical dependency.
• Working knowledge of proper grammatical usage, punctuation, spelling, and dictionary usage.
• Ability to verbally communicate with others for the purpose of exchanging information and/or giving directions.
• Ability to react in a professional manor in dealing with potentially unstable clientele.
• Ability to gather and summarize written and verbal information.
• Ability to code and decode dictated material.
• Ability to therapeutically interact with patients involved in the program.
• Ability to manipulate a typewriter at a minimum speed of 35 words per minute.
• Ability to operate in-house personal computers and ascribed software.
• Ability to supervise a small clerical staff.
• Ability to be tactful and use sound judgment in providing others with verbal or written information.

Physical Demands: No extraordinary physical demands required.

Essential Duties:

The following list of tasks is not to be all-inclusive, rather is intended to reflect a level of performance:

• Maintains alphabetic and chronological files of correspondence, documents, and materials so that material is easily available for review.
• In accordance with agency procedures and based on office requirements, requisitions a variety of office supplies.
• In accordance with specific instructions, arranges conferences, makes travel and lodging arrangements and schedules appointment for staff.
• In accordance with specific instructions, composes acknowledgements and selects simple form letters in response to routine, non-technical inquiries.
• Prepares replies to non-technical inquires giving information concerning procedures, general office matters and non-substantive program matters.
• Screens telephone calls for the Program Director and under the authority of the Program Director responds to questions not involving substantive program issues.
• Prepares periodic office reports based on statistical and narrative information supplied by staff.
• Organizes work materials in preparation for meetings and conferences held by the Program Director of designee. May attend such conferences taking notes in accordance with specific instructions and may prepare a summary of the meeting's conclusions or agreed upon courses of action.
• Transmits instructions from the Program Director or designated staff to appropriate staff members either orally or in writing.
• May supervise one or more employees in the typing of correspondence and reports, filing and general clerical activities.
• Reviews all outgoing correspondence prepared by the staff f or factual correctness, compliance with general policy and adequate treatment, and calls any inadequacies to the attention of the writer.
• Informs and instructs both program and clerical staff in the implementation of agency office procedures.
• On the basis of general instructions, assembles and summarizes information for use by the Program Director at meetings and conferences or in the general course of directing program.
• Based on personal observations of a need for procedural changes or modifications in the office, drafts appropriate procedural notices or instructions to the staff and presents them to the Program Director for approval and signature
• As directed, installs office procedures to ensure the efficient flow of work materials and the necessary control of such work to ensure compliance with deadlines and public need.