Summary:

The duties of the Administrative Assistant will be to keep official program records as determined by supervisor. The Administrative Assistant completes agency purchases for all CDS Monarch programs, reconciles expenditures monthly, attends and completes detailed meeting minutes for agency committees and meetings, and uses electronic software systems for creation of purchase orders and other tasks as needed.

Essential Job Functions:

• Ensure completion of all administrative record keeping functions pertinent to agency needs.

• Maintain confidentiality of information.

• Ensure completion of all typing/filing/correspondence as needed (e.g. Community Living Departments) using databases, spreadsheets, etc.

• Attends and completes meeting minutes for various agency committees and meetings, including agency Operations Meetings, Human Rights Committee, Medical Review Committee, and Board Committees.

• Telephone coverage for the front desk as needed.

• Schedule meetings and notification to all parties.

• Manage visitors and meeting attendees.

• Serve as stenographer, as requested at meetings.

• Serve as a liaison between agency and providers as needed.

• Assistant supervisor in monitoring and scheduling physical plant repairs upon request.

• Forward requests for department needs to appropriate parties, i.e. IT requests.

• Maintains, updates, and distributes agency and program policies and procedures. Updates and maintains agency phone directories and on-call schedules.

• Direct preparation and filing of regulatory and billing documents with government agencies to conform to statutes.

• Collect and submits all billing from responsible staff to business office.

• Acts as an authorized user of the CDS Monarch NYS Department of Motor Vehicle Dial In Account for applicants for employment as requested

• Provide administrative support to CDS Monarch Departments as needed, including electronic files and network files.

• Perform all other duties relevant to the position as requested.

Knowledge, Skills, and Abilities

• 1 year and 50 WPM plus computer skills

• Ability to create and record detailed and professional meeting notes within 2 business days of meetings.

• Ability to work independently and motivate others.

• Ability to communicate effectively, both orally and in writing.

Education and Experience:

• High School Diploma or GED equivalent

• Associates or Bachelor’s Degree preferred

All experience and education requirements, except when required by federal, state, or local laws or requirements, may be waived at the discretion of management with the approval of the Executive Vice President, in collaboration with Human Resources.

Physical Requirements/Working Conditions:

• Sedentary working environment

Corporate Qualifications/Expectations:

• Must be at least 18 years of age

• Must meet applicable Vehicle Operator Requirements.

• Adhere to all CDS Life Transitions, Inc. and affiliates policies and procedures.

• Adhere to the Agency Mission, Vision, Shared Values, and Customer Service Standards.

• Attend mandatory education and training modules as scheduled; obtain and maintain required certifications.

• Maintain all required certifications/training by State regulations and CDS policy

• Act as a professional representative of CDS Life Transitions, Inc. and affiliates in regards to appearance, behavior, temperament, communication, language, and dress.

The statements herein are intended to describe the general nature and level of work being performed, but are not to be seen as a complete list of responsibilities, duties, skills, required of personnel so classified. Also, they do not establish a contract for employment and are subject to change at the direction of the employer.

CDS Life Transitions is an Equal Opportunity Employer, and as such affirms the right of every person to participate in all aspects of employment without regard to gender, race, color, religion, national origin, ancestry, age, marital status, sexual orientation, pregnancy, disability, citizenship, military or veteran status, gender expression and/or identity, or any other status or characteristic protected by federal, state, or local law. CDS Life Transitions will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 585-341-4600.