ADMINISTRATIVE ASSISTANT

• Accept and screen phone calls; route calls; respond to routine ones.
• Review emails and respond to routine ones.
• Read, research, and route correspondence.
• Draft letters and documents.
• Prepare reports by collecting and analyzing information.
• Collect and analyze information; initiate telecommunications as needed.
• Maintain the Divisional Director’s appointment schedule by planning and scheduling meetings.
• Type memos, reports, letters, meeting minutes, etc., which may be confidential in nature.
• Maintain confidentiality and protect operations by keeping confidential information.
• Establish, maintain, and revise record-keeping and filing systems.
• Classify, sort, and file correspondence, records, and other documents.
• Maintain an accurate record of all cell phones within the program. Collect this equipment when it is no longer being used by the person it was originally assigned to; secure this equipment until it is reassigned.
• Complete all special projects.
• Serves as a liaison between the I/DD Administration and Residential.
• Contribute to team effort by accomplishing related results as needed.
• Maintain and update Long Island IRA location contacts monthly.
• Serve as a chair on specific committees as needed.

• Process, code, and review for all billing, invoices, petty cash, purchase orders, purchase card expense reports, and requisitions in a timely manner in accordance with agency procedure within COUPA.
• Collect, coordinate, and review monthly billing for completeness and accuracy; prepare for Divisional Directors' approval; submit to billing; file; update retainer day tracking and submit with billing.
• Collect, ensure completeness, and file all ISPs, LOCs, and Addendums.
• Track monthly cable/internet charges with bills received, collect, and submit cable and rent payments.
• Track all check and purchase card increase requests and submit reconciliations to finance (clothing for individuals and other requests as needed).
• Prepare and process vendor service contracts (snow removal, landscape, etc.).

• Review entries in Evolve to ensure accuracy for billing.
• Notify managers of any missing entries.
• Make sure all summaries are complete.
• Add new staff and change the location for staff who have transferred.
• Run reports as needed.

• High School Diploma: Associate degree preferred
• Proficiency with MS Office, Word, Excel, Power Bi
• Excellent verbal and writing skills
• Excellent telephone skills
• Outstanding clerical skills

• Must be a team player in order to interact with Administrative and Managerial staff as well as Supervisory and Line Staff, as appropriate.
• Have a strong sensitivity to cultural differences in order to work well with staff, individuals and families served.
• Able to set limits, maintain role, work collaboratively and respectfully.

• Maintain standard of high-quality work
• Maintain high quality of productivity
• Willing to increase overall job knowledge
• Demonstrate good judgment and decision making
• Maintain a positive attitude/team spirit
• Remain flexible
• Take initiative
• Maintain good attendance and punctuality
• Be a positive representative of SCO
• Respond to supervision
• Maintain confidentiality
• Dress appropriately

• Work conducted in office and program environments

• Serve as assistant to the Divisional Director
• Responsible for maintaining all aspects of a well-run office.
• Serve as the back-up for the office Manager of the portfolio when deemed appropriate

SCO Family of Services