Temporary Administrative Assistant

The hours for this temporary position will be Monday - Friday 9:00am-3:30pm for 6 to 12 weeks.

The Temporary Administrative Assistant assists with all aspects of day-to-day operations of PACE CNY. Provides secretarial, clerical, and technical services to staff of PACE CNY. Performs a wide variety of duties/projects to support program goals and administrative staff.

Job duties specific to this position:

Provides administrative and secretarial support to PACE CNY staff on a daily basis:

• Takes meeting minutes for various committees; types correspondence, technical and statistical data, newsletters, committee minutes, policies, patient clinical information and other necessary material; distributes monthly on-call schedules for PACE as required.
• Coordinates program meetings by preparing and mailing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as appropriate; assists with Director of Site Operations daily meeting schedule.
• Organizes and maintains computerized files; collects data and prepares reports as appropriate.
• Keeps internal phone directory and staff rosters up-to-date.
• Carries out the daily task of preparing and mailing outgoing correspondence and sending and receiving fax correspondence.
• Makes copies as necessary for supervisory and administrative staff. Also maintains copies of routinely needed forms for staff use.
• Files documents, correspondence, invoices, and is responsible for record maintenance.
• Keeps education files up to date and sets up files for all new staff members; ensures the security and confidentiality of files; ensures the forwarding of original documents to Human Resources or the Education Department for inclusion in their files/data base as appropriate.
• Coordinates the ordering of supplies with other PACE CNY personnel; also, orders special printing jobs.
• Makes travel arrangements for program staff as needed; maintains employee attendance cards; tracks employee vacations, sick, and personal time; maintains vacation calendar for staff.
• Answers phones, takes accurate messages, routes call appropriately, and returns calls upon request.
• Assists in tracking annual employee evaluations and re-orientation, CPR, etc., as requested.
• Assists with projects; participates in QAPI activities and task forces as requested.
• Demonstrates adherence to all compliance policies and procedures. Is responsible for promoting and fostering compliance in the workplace.
• Performs responsibilities according to the highest professional standards.
• Demonstrates knowledge of PACE/D&TC Emergency Preparedness Plan and can verbalize their role during an event.
• INDPRO

• High School diploma or equivalent required; AAS desired.
• Minimum of two years of administrative, secretarial or office experience required.
• Knowledge of medical terminology preferred.
• Demonstrated ability to work independently, handle multiple priorities and meet deadlines.
• Demonstrated ability to understand and carry out complex oral and written instructions.
• Strong organizational and interpersonal skills.
• Excellent time management.
• Strong proficiency with MS Office tools and able to learn new software rapidly.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements

Walking 10.00%

Standing 10.00%

Sitting 75.00%

Lifting 5.00%, 10 lbs.

• Pay Range $18.31 - $19.69 / hour

• Excellent medical, dental, prescription and vision insurance
• Disability coverage
• Tuition Reimbursement Program
• 401(k) Retirement/Pension Plans
• Discounted Gym Membership
• Free Loretto Health Clinic Visits
• Generous Paid Time-Off Accrual
• Fun events for employees
• Convenient locations with free parking
• Employee Coaches - to help you achieve life goals
• Diaper Assistance Program
• Opportunity for career growth and movement within 19 sites!