Receptionist/Secretary - New Directions
Lockport, NY
About the Job
Position Title: Administrative Assistant
In this role, you'll be the welcoming face of our organization, greeting visitors and efficiently managing incoming calls. Your responsibilities extend to providing essential secretarial support, including document preparation, data entry, and maintaining organized records. You'll also play a crucial role in intake processes, ensuring smooth admissions and record-keeping. We're seeking candidates with strong communication, organizational, and computer skills, who can thrive in a diverse and collaborative environment. If you're adaptable, detail-oriented, and dedicated to maintaining a high level of professionalism and confidentiality, we invite you to apply to this role and be part of our team dedicated to making a positive impact on the lives of youth and families.
New Directions is an equal opportunity employer committed to championing the principles of anti-racism, justice, and equity. We welcome prospective employees from diverse cultures and backgrounds, for all positions, who will uphold our values and contribute to our mission. We aim to have a leadership and workforce that is reflective of the communities we work in partnership with.
Pay and benefits
- 3 weeks of paid time off your first year.
- An additional 13 agency holidays.
- Access to life, dental and medical insurance.
- 401k with up to 3% agency matching.
- $15.75 - $16.55/hr for your first year, additional raises guaranteed.
- Monday - Friday, 8:00a - 4:00p
- Join our company, where over 30% of our staff have been with us for 10 years or more.
- High school Diploma/GED and six months related experience and/or training.
or - Associates degree or equivalent from a 2-year college or technical school.
- Valid driver's license(required).
We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleagues develop these preferred skills. We strongly encourage those who are passionate about fostering a diverse, inclusive and equitable human service organization to apply.
Job Description
Title: Receptionist/Secretary Department: Administration
Title of Immediate Supervisor: Residential Treatment Team Director
POSITION SUMMARY: Welcomes visitors by greeting, directing and announcing them to appropriate person. Answers,
screens and forwards incoming phone calls while providing basic information when needed. Provides secretarial support to
programs as needed.
PRIMARY RESPONSIBILITIES/DUTIES:
▪ Receptionist duties include:
▪ Directs caller to destination or records name, time of call, nature of business, and person called upon.
▪ Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
▪ Responsible for ordering office supplies and managing inventory.
▪ Operates all office machines (computer, copier, fax, scanner, postage meter).
▪ Provides clerical support to Residential:
▪ Types memos, correspondence, court reports, legal petitions and other documents.
▪ Enters progress notes, treatment team notes and third party reviewer notes into the NYS Connections Program.
▪ Enters notes into Netsmart.
▪ Sets up youth files upon admission, maintains youth files until youth are discharged.
▪ Completes periodic audits for missing documents and follows up as needed to obtain the missing documents.
▪ Maintains an up-to-date list of current residents and their cottage assignments.
▪ Intake Responsibilities
▪ Referrals: receive, distribute and send appropriate denial/acceptance letters
▪ Consents: send packets to families/county workers, annual consents and reviewing consents once received to
make sure all is correct
▪ Entering new children into Netsmart (entering information and creating a face sheet) and creating a binder
▪ Provides clerical support to Intake Coordinator
▪ Netsmart Data Entry:
▪ Admit /enroll youth into residential program and school services.
▪ Discharge residents within the system.
▪ Implement status changes.
▪ Enters weekly treatment team notes.
▪ Provides secretarial assistance to other programs and Human Resources as needed.
▪ Makes copies of correspondence, documents, manuals etc. as requested.
▪ Routes incoming mail and prepares outgoing mail. Collects US Mail from PO and delivers US Mail to PO at the end of
the business day.
▪ Forwards and distributes inter-office mail and messages to/from New Direction sites.
▪ Maintains an up-to-date standard operating procedural manual of duties.
▪ Handles confidential information appropriately.
▪ Attends all mandatory in-service training and regularly attends supervision meetings.
▪ All duties as assigned by immediate supervisor.
SKILL, QUALIFICATIONS, KNOWLEDGE, ABILITY & PHYSICAL REQUIREMENTS:
Minimum Education and/or Professional Qualifications/Skills
• Associates degree or equivalent from a 2-year college or technical school; or
• Minimum six months related experience and/or training; or
• Equivalent combination of education and experience.
POSITION SUMMARY: Welcomes visitors by greeting, directing and announcing them to appropriate person. Answers,
screens and forwards incoming phone calls while providing basic information when needed. Provides secretarial support to
programs as needed.
PRIMARY RESPONSIBILITIES/DUTIES:
▪ Receptionist duties include:
▪ Directs caller to destination or records name, time of call, nature of business, and person called upon.
▪ Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
▪ Responsible for ordering office supplies and managing inventory.
▪ Operates all office machines (computer, copier, fax, scanner, postage meter).
▪ Provides clerical support to Residential:
▪ Types memos, correspondence, court reports, legal petitions and other documents.
▪ Enters progress notes, treatment team notes and third party reviewer notes into the NYS Connections Program.
▪ Enters notes into Netsmart.
▪ Sets up youth files upon admission, maintains youth files until youth are discharged.
▪ Completes periodic audits for missing documents and follows up as needed to obtain the missing documents.
▪ Maintains an up-to-date list of current residents and their cottage assignments.
▪ Intake Responsibilities
▪ Referrals: receive, distribute and send appropriate denial/acceptance letters
▪ Consents: send packets to families/county workers, annual consents and reviewing consents once received to
make sure all is correct
▪ Entering new children into Netsmart (entering information and creating a face sheet) and creating a binder
▪ Provides clerical support to Intake Coordinator
▪ Netsmart Data Entry:
▪ Admit /enroll youth into residential program and school services.
▪ Discharge residents within the system.
▪ Implement status changes.
▪ Enters weekly treatment team notes.
▪ Provides secretarial assistance to other programs and Human Resources as needed.
▪ Makes copies of correspondence, documents, manuals etc. as requested.
▪ Routes incoming mail and prepares outgoing mail. Collects US Mail from PO and delivers US Mail to PO at the end of
the business day.
▪ Forwards and distributes inter-office mail and messages to/from New Direction sites.
▪ Maintains an up-to-date standard operating procedural manual of duties.
▪ Handles confidential information appropriately.
▪ Attends all mandatory in-service training and regularly attends supervision meetings.
▪ All duties as assigned by immediate supervisor.
SKILL, QUALIFICATIONS, KNOWLEDGE, ABILITY & PHYSICAL REQUIREMENTS:
Minimum Education and/or Professional Qualifications/Skills
• Associates degree or equivalent from a 2-year college or technical school; or
• Minimum six months related experience and/or training; or
• Equivalent combination of education and experience.
Special – Personal Skills, Qualities, Aptitudes and Physical Requirements
New Directions Youth & Family Services, Inc is an equal opportunity employer. Reasonable accommodations may be made
to enable persons with disabilities to perform essential functions.
1. Ability to work effectively with youth, families, staff and community contacts from a variety of cultural and ethnic
backgrounds.
2. Ability to deal effectively with youth and/or families.
3. Ability to accept supervision and perform as part of a team.
4. Ability to be flexible and adapt to change.
5. Ability to interface with people (groups and individuals) and communicate within various mediums (e-mail, telephone, in
person or written correspondence).
6. Must be proficient in typing and computer skills.
7. Must have excellent organizational and communication/interaction skills.
8. Must have a valid driver’s license, adequate auto insurance and meet the criteria for driving set forth in the New
Directions Driver’s License policy and Auto Insurance policy.
9. Meet requirements for Category 1 job classification in accordance with New Directions Employee Health policy.
10. Must comply with Agency safety standards and be responsible for own actions and conduct concerning safety and
healthy working conditions.
Source : New Directions