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HK
Helen Keller Services (HKS)
Administrative Assistant
Career Insights for Office / Administrative Assistant (General)
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Based on New York data
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What they do
An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
$46,668 / year median in New York
-5% projected decline
Job Description
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, its 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 Admissions department in Sands Point, NY. The Administrative Assistant is responsible for providing administrative support to the Admissions Coordinator at HKNC.This position is a temporary leave replacement, expected to extend through October 2026. The regular schedule is 8am-3:45pm, Monday-Friday for a 35 hour workweek.
Create participant's Contact Sheet, Medical and Intake folders.
Enter changes on monthly Status Reports and Status Sheets.
Distribute participant's Medical reports, Medical Coverage, Medical Consent and Mental Health Release to appropriate persons (Medical staff, etc..).Scan and upload participants' admissions packets onto the shared network.
Send Receipt Request Letter and copy Regional Rep, Participant (include dietary questionnaire, clothing list and Participant Booklet,).Use Concur to book flights for incoming participants.
Arrange ground transportation for new participants, families and/or escorts.
Create transportation schedule for Confident Living and Young Adult Summer Programs. Secure overnight accommodations for new participant's families and/or escort. Prepare and send Admission and Welcome letters once, participant is medically cleared. Contact Doctors' offices to request medical information via phone, fax or email. E-mail regional representatives, state sponsors, participants, and families.
Share receptionist coverage during breaks and lunch periods throughout the week. Provide additional coverage during receptionist's absences.
Order necessary office supplies.
Update applications in process list.
Manage AWARE Express and upload documentsAccess lnFormed system for New York participants. Email notes to participant's Rehabilitation Counselor. Answer phones calls and document messages.
Stamp and bring down mail; Sort and distribute incoming mail; Process incoming/outgoing UPS and overnight packages.
Greet and welcome visitors, determine nature of business, and conduct visitors to employer or appropriate person.
Perform related duties as directed by Admissions Coordinator, Office Manager, and/or Administration.
Responsible for other duties as may be assigned or requested by his/her immediate supervisor and/or the Director of the Department.
Proficiency in typing, Microsoft Windows 7, MS Outlook, Excel, Adobe, e-mail, scanning, customer service and general clerical work. Multi-tasking and organizational skills are necessary.
Pay Rate:
26.2217/hourESSENTIAL DUTIES AND RESPONSIBILITIES
include the following. Other duties may be assigned.Create participant's Contact Sheet, Medical and Intake folders.
Enter changes on monthly Status Reports and Status Sheets.
Distribute participant's Medical reports, Medical Coverage, Medical Consent and Mental Health Release to appropriate persons (Medical staff, etc..).Scan and upload participants' admissions packets onto the shared network.
Send Receipt Request Letter and copy Regional Rep, Participant (include dietary questionnaire, clothing list and Participant Booklet,).Use Concur to book flights for incoming participants.
Arrange ground transportation for new participants, families and/or escorts.
Create transportation schedule for Confident Living and Young Adult Summer Programs. Secure overnight accommodations for new participant's families and/or escort. Prepare and send Admission and Welcome letters once, participant is medically cleared. Contact Doctors' offices to request medical information via phone, fax or email. E-mail regional representatives, state sponsors, participants, and families.
Share receptionist coverage during breaks and lunch periods throughout the week. Provide additional coverage during receptionist's absences.
Order necessary office supplies.
Update applications in process list.
Manage AWARE Express and upload documentsAccess lnFormed system for New York participants. Email notes to participant's Rehabilitation Counselor. Answer phones calls and document messages.
Stamp and bring down mail; Sort and distribute incoming mail; Process incoming/outgoing UPS and overnight packages.
Greet and welcome visitors, determine nature of business, and conduct visitors to employer or appropriate person.
Perform related duties as directed by Admissions Coordinator, Office Manager, and/or Administration.
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/orEXPERIENCE
Associates degree or Certificate from an accredited secretarial school is preferred.Proficiency in typing, Microsoft Windows 7, MS Outlook, Excel, Adobe, e-mail, scanning, customer service and general clerical work. Multi-tasking and organizational skills are necessary.