Administrative Assistant

Job Summary: Westchester Independent Living Center (WILC) is looking for an in person, full-time Administrative Assistant to provide efficient and professional support to ensure the operation of the office. The hours are 9am to 5pm, Monday to Friday.

Salary: 31,000

To apply: Please submit your résumé with a cover letter, to Stephen Slaby, sslaby@wilc.org.

Duties and Responsibilities:

1. Answer and distribute a moderate volume of phone calls, as well as assist visitors who come to the door.
2. Conduct short intakes over the phone, and return voice messages in a timely manner.
3. Properly enter information accurately into the database (CIL Suite) and assign to appropriate staff.
4. Print envelopes, labels and other materials as needed.
5. Operate and maintain a variety of office equipment, such as fax machine, copiers, printers and postage machine so that all are usable at all times.
6. Organize office storage areas and common areas, such as moving boxes, tables, chairs and kitchen supplies.
7. Partner with Office Manager in organizing office operations, procedures, communication with vendors and building management.
8.  Check voice messages at satellite office, Putnam Independent Living Services (PILS), when their Administrative Assistant is out.
9. Assist in maintaining office procedures for staff, such as ordering supplies, booking of rooms and telephone procedures.
10. Assist in decorating the office for the holidays.
11. Other duties and special projects as assigned by Front Desk Coordinator, Office Manager and Executive Director.

Qualifications:

1. Associates degree preferred or 3 years of clerical experience.
2. Excellent communication, interpersonal and organizational skills.
3. Technological and typing skills, including but not limited to Office365 and CIL Suite.
4. Ability to multitask and handle multiple requests from fellow staff.
5. Dependability, approachability and willingness to take initiative and problem solve.
6. Personal experience with a disability preferred.

Job Behavioral Characteristics:

1. Accuracy — Work is performed carefully and with minimal errors.
2. Attendance — Regularly report to work when scheduled. Returns from work breaks and
   lunch time prescribed.
3. Attitude — Shows pleasant disposition to callers, consumers, fellow employees and others.
4. Communication — Grasps important information when communicated with and expresses written and/or verbal communications effectively. Keeps associates and supervisor adequately informed about important issues.
5. Cooperation — Shows willingness to work with others.
6. Courtesy — Actions and words are polite and courteous when dealing with consumers, other employees and others.
7. Dependability — Meets expected deadlines and work standards without constant supervision.
8. Decision making — Demonstrates the ability to arrive at sound decisions or knows when to ask for help.
9. Execution — Ability to implement and follow a project through to the end.
10. Flexibility — Adapts to new or unusual situations or changes without affecting performance of department work procedures.
    11. Initiative — Takes steps to commence working on task or project without having to be told to do so.
    12. Job Knowledge — Understands the principles, methods and processes needed to perform the job.
    13. Listening — Attentive to the concerns, ideas and issues brought up by consumers, fellow employees and others.
    14. Perseverance — Shows determination to continue a course of action in spite of difficulties encountered along the way.
    15. Tact — Demonstrates careful discretion and diplomacy when dealing with consumers, employees and others.
    16. Quality of work — Demonstrates neatness and thoroughness with minimal amount of errors.
    17. Quantity of work — Handles standard amount of work as required by the position.