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
full time career opportunity available to join the HKNC team as an
Administrative Assistant in our
Admissions department. The Administrative Assistant is responsible for providing administrative support to the Admissions Coordinator at HKNC and performing receptionist duties on a rotating basis. This is an in-person position based out of our training building in Sands Point, NY.
ESSENTIAL DUTIES AND RESPONSIBILITIES: - Enter changes on monthly Status Reports and Yearly Census Sheets.
- Scan, upload and enter participants' admissions packets into Aware Express.
- Assist with assigning case/ incoming participants in Aware Express.
- Provide support to headquarters' staff with inquiries about Aware Express.
- Assist with updating dropdown management fields in Aware Express as necessary.
- Enter case notes during intake process in Aware Express.
- 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.
- Access 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.
REQUIRED EDUCATION and/or EXPERIENCE Associate's degree or Certificate from an accredited secretarial school is preferred.
PREFERRED EDUCATION and/or EXPERIENCE Associate's degree
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.
Rate of pay: $25.45 per hour
At HKS we strive to provide a healthy work-life balance for our employees. We offer generous paid time off and comprehensive
benefit package including:
- 2 week's Paid Vacation
- Paid Sick Time
- Paid Personal Days
- 12 Paid Holidays
- Fully Paid Medical Insurance
- Short Term Disability/ Life Insurance
- Voluntary Ancillary plans
- 403b Program with Employer Match
- Tuition Assistance
- Career Advancement Opportunities
No-frills positions receive an additional 10% premium on the hourly rate of pay, but do not participate in the Union Health Insurance Plan. Individuals seeking a No-frills position must show they have alternative insurance to be eligible.
HKNC is committed to providing reasonable accommodations for individuals with a disability to complete the essential functions of their job