Administrative Assistant

What You’ll Do

As Administrative Assistant with Easterseals New York (ESNY) in Rochester, you will report to the Regional Director and perform a variety of administrative and staff support duties in a residential special education school and in support of the entire facility. 

Your Responsibilities Will Include:

• Preparing, filing, and maintaining confidential documents related to budget, operational, client and personnel issues in an orderly fashion, accessible to authorized staff and with appropriate discretion.
• Coordinating records requests, meetings, phone conferences and similar with school districts, community providers, and government agencies.
• Supporting transportation for day students including monitoring and reporting on arriving and departing buses, coordination with transportation departments, families, and community based residential homes.
• Monitoring entrance and exit from buildings by staff, clients, and community members including security procedures at the main office.
• Assisting with proper implementation of Fire Drill/Emergency procedures as directed.
• Answering and directing telephone calls, greet and announce visitors.
• Supporting purchasing, billing, receipts and monitoring and maintaining various accounts such as petty cash and Wegmans accounts ensuring required policy and procedures are being implemented.
• Assisting Residential Manager and Principal with parent communication for Kessler Residential Programs, including but not limited to memos on staffing, program changes and contact lists.
• Receiving staff call off notifications and inform administration of such in a timely manner to ensure appropriate supervision levels.
• Maintaining custodial logs and follow up with concerns when appropriate.
• Maintaining van logs and follow up with appropriate administration regarding staff reported safety concerns.
• Assist Principal with data entry, including but not limited to RIA forms.
• Supporting the IEP (Individualized Education Program) Coordinator with progress reports and other mailings to districts and families.
• Receiving and distributing incoming mail to staff and clients. Assist with mailings and outgoing mail needs of all staff.
• Maintain HIPAA and FERPA confidentiality requirements for all client documents and information.
• Managing and recording keys, supplies, and equipment for program and/or departments.
• Preparing purchase orders for vendors and staff and assisting with coding and processing invoices.

You’re a great fit for this role if you have:

• High school, two (2) years of business college or similar preferred
• Four (4) years of directly related experience preferred
• Working knowledge of office methods, practices and operation of standard office equipment
• Computer proficiency specifically with Microsoft Office products (Outlook, Word, Excel, Teams) and internet access
• Valid driver's license and reliable transportation

Compensation

$18-$24/hr

The Fedcap Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We are an EEO employer committed to diversity.

EOE