Administrative Assistant

JOB TITLE: Administrative Assistant

DEPARTMENT: Enriched Living Center (ELC)

FLSA CLASSIFICATION: Full-time / Non-Exempt

REPORTS TO: Program Director ELC

DATE: June 2025

JOB SUMMARY:

The Enriched Living Center is a 52-bed, long-term residence for people with a diagnosisof mental illness. The Administrative Assistant is to act as the first point of contact (in person or via telephone) for visitors to the Enriched Living Center. The Administrative Assistant's primary responsibility is to convey a professional and compassionate image of the ELC to visitors and residents.

ESSENTIAL JOB FUNCTIONS:

• Welcome visitors, determine their needs, and answer any questions.
• Answer phone calls and respond to them or direct them accordingly.
• Maintain designated ELC building office machines: monitor copy-paper supply; restock all supplies as needed; etc.
• Assist with any clerical projects as needed.
• Help Director assist in the organization of any documents or files that Director is responsible for.
• Generate reports and analyze reports at the request of the Program Director, including but not limited to; Board Reports, Risk Management reports, OMH survey, and units of service reports
• Coordinate and maintain records for staff and resident keys.
• Setup and coordinate meetings and conferences.
• Processing petty cash for monthly reimbursement.
• Assist in preparation of materials for Enriched Living Resident Council Meeting and Risk Management Meeting
• Responding to staff requests for administrative support as needed
• Prepare and schedule interviews for applicants and assist with follow up to

Human Resources

• Communicate as necessary with Rescue Mission staff, and vendors
• Maintain confidentiality of all resident information.
• Monitor visitor sign in book and cameras screens.
• Process and distribute all incoming and outgoing mail
• Retrieve mail from the administration building as requested.
• Monitor the open radio policy during emergencies
• Coordinate all SPOAAs with Program Director
• Complete Purchase Orders for ordering of supplies
• Perform miscellaneous tasks at the discretion of the Director.
• Abide by all Mission and program and safety policies, procedures and guidelines.
• Attend and participate in meetings and trainings as requested by supervisor.
• Annual mandatory trainings.

MINIMUM JOB QUALIFICATIONS:

• High School Diploma or equivalent.
• Intermediate knowledge of Microsoft Word, Excel and Outlook.
• Familiarity with databases.
• (1) year of experience working with special populations in the area of substance use disorder, homelessness and mental illness preferred
• Current, clean and valid New York State driver's license, preferred.
• Enthusiastic support of our Mission Statement.

CORE COMPETENCIES:

• Experience with receptionist or clerical work
• Strong oral and written communication skills
• Ability to take direction and work independently
• Computer Literate (knowledge of MS Word), ability to use copier and fax machines

• Compassionate, caring demeanor.
• Ability to remain calm under pressure.
• Strong attention to detail.
• Ability to set appropriate boundaries with residents.
• Strong oral communication skills.
• Team player.

Status/Hours: Full Time, Monday - Friday, 8am-4pm, 40 hours per week

Pay Rate: $17.00-17.50 per hour

Benefits: We offer a comprehensive benefit package for eligible employees to include medical, dental, life insurance, 401(k), voluntary benefits, paid time off, holidays and paid training.

The Rescue Mission of Utica is an equal opportunity employer encouraging individuals with disabilities and veterans to apply.