Are you ready to make a difference in your community? Do YOU want to work on a team that is committed to empowering individuals? At Helen Keller Services, our employees work in an environment that is more than just a workplace, it's a community.
Since 1967, Helen Keller National Center (HKNC) has been committed to improving the lives of individuals who are DeafBlind or have a combined hearing and vision loss. HKNC is dedicated to working with each person to achieve their desired goals towards independence, employment, and quality of life, based on their talents, preferences and aspirations. We currently have an exciting temporary full time career opportunity available to join the HKNC team as an Administrative Assistant in our Office Management department in Sands Point, NY. The Administrative Assistant is responsible for providing secretarial, purchasing, and reception support (as needed) to the Headquarters staff at HKNC.
This position is a temporary leave replacement. the regular schedule is 8am-3:45pm, Monday-Friday for a 35 hour workweek.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Provide administrative support to Case Management department (format, prepare and distribute cover letters)
Format departmental reports to ensure all reports maintain format consistent to agency standard/guidelines (i.e. page setup, ensure fonts are consistent on reports, etc.)
Create and maintain current Student Folders on the shared network and transfer files when completed.
Maintain and format documents on the shared network (Evaluation In Progress, Monthly Consumer Progress Reports, Termination in Progress, Forms, Directories, etc.)
Provide support to Purchasing Manager as needed.
Mail Distribution: Stamp, Copy and distribute mail as needed (outgoing mail, residence mail, past student mail, interoffice mail, etc.). Calculate estimated cost and delivery as well as distribute appropriate paperwork (to the office manager and the shipper). Become familiar with all forms of mail services including USPS, UPS and FedEx.
Perform general office functions including copying, filing, creating mailing labels and forms.
Track and monitor all in-house office supply inventory. Fulfill in house office supply requests on a weekly basis.
Maintain the supplies for all office equipment (copiers, fax machine, postage machine) ensuring the equipment is fully stocked (with paper, ink, etc). Report to Office manager when supplies are low and need to be replenished (ink, toner, postage, paper, etc) including the submission meter reads for copiers.
Process travel requests for students and staff upon request using Concur Travel.
Perform all receptionist duties on a rotating basis including; answer all incoming calls, route calls and greet incoming visitors; utilize overhead paging system for internal and external paging requests; provide visitor's passes when necessary; sort all incoming and outgoing mail and log all packages and ensure proper paperwork and forms are completed prior to shipment.
Responsible for other duties as may be assigned or requested by his/her immediate supervisor and/or the Director of the Department.
REQUIRED EDUCATION and/or EXPERIENCE
High School diploma required. Prefer graduate of an accredited secretarial school. Minimum two years of administrative experience preferably in an office environment.
Must be proficient in MS office (MS Word, Excel, Outlook) and Internet. Must have strong organizational and multi-tasking skills and attention to detail. Must be flexible and have the ability to work in a team environment.
Pay Rate: 24.2660/hour.
