Administrative Assistant

Pivot, a not-for-profit agency dedicated to improving the health of youth and families across the lifespan in our community through prevention, education, counseling, and advocacy is seeking a full-time Administrative Assistant to provide administrative and clerical support in our Watertown, New York office. The ideal candidate will be detail-oriented with exemplary interpersonal skills and be able to perform the duties assigned efficiently and accurately.  The individual must be dedicated to maintaining the highest level of confidentiality and must work well alone or as a part of a team. This position requires some evening hours.

Pivot offers:

• Competitive salary


• Medical, Dental, and Vision Plans


• Retirement Plan


• Life Insurance


• Generous paid time off policy


• Paid sick leave


• Vast training opportunities 

Skills:

• 
  Proficiency in the use of the Microsoft Office suite


• 
  Ability to learn new software programs


• 
  Excellent organizational skills


• 
  Excellent written and verbal communication skills


• 
  Knowledge of the principles and practices of basic office management and bookkeeping


• 
  Good problem-solving skills


• 
  Experience in the use and maintenance of office equipment

Qualifications:

• 
  Minimum of Associate’s degree in Office Technology or equivalent. Bachelor’s degree preferred.

JOB DESCRIPTION

Division/Department

Administration

Job Title

Administrative Assistant

Reports To

Director of Administrative Services

Type

☒  Full-time

☐  Part-time

☐  Intern

☐  Volunteer

Compensation

☐ Exempt

☒ Non-exempt

Hours:  35/week

Salary: $18.50 - $20.55 per hour

Education/Credential Requirements

Minimum of Associate’s degree in Office Technology or related discipline or equal experience.

Work Experience Requirements

• Excellent computer skills including computer and network systems hardware and software troubleshooting.


• Proficiency in Microsoft 365.


• Experience with QuickBooks.


• Knowledge of principles and practices of basic office management and organization.


• Knowledge of the basic principles and practices of bookkeeping.


• Ability to work well either alone or as part of a team.

Job Duties

Definition: Working under the supervision of the Director of Administrative Services and under the additional direction of the Director of Fiscal Operations, the administrative assistant participates in developing and implementing all office procedures and other tasks as assigned and as needed. 

• Oversee all aspects of front desk and lobby coordination.


• Maintain office appointment book to schedule client appointments and agency meetings.


• Maintain confidentiality in all aspects of client, staff, and agency information.


• Monitor and assist with maintenance of the organization’s website.


• Interact with clients, vendors, and visitors.


• Answer telephones and transfer to appropriate staff member.


• Monitor office security.


• Open, sort and distribute incoming correspondence, including faxes and email.


• Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.


• File and retrieve organizational documents, records and reports according to accepted secretarial standards.


• Record information, create, and modify documents such as reports, memos, letters, minutes, and presentations using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, Adobe Acrobat, or other programs, and assist all other staff in the same.


• Conduct basic trouble shooting and research solutions to problems arising with agency technical equipment.


• Attend meetings as requested in order to record and compose minutes.


• Compile, transcribe and distribute minutes of meetings.


• Maintain inventory of office equipment and supplies.


• Under the direction of the Director of Administrative Services, research, price, and purchase office furniture, equipment, and supplies.


• Arrange for the repair and maintenance of office equipment.


• Support staff in project‐based work.


• Assist in special events.


• Assist with overall maintenance of the organization and its offices.


• Assist Director of Fiscal Operations with general accounting and human resource duties.


• Other duties as assigned by Director of Administrative Services and the Director of Fiscal Operations.

Knowledge, Skills, and Abilities:

• Computer and software skilled.


• Troubleshooting and research skills as apply to office technology and systems.


• Excellent writing, analytical, and problem‐solving skills.


• Knowledge of principles and practices of organization, planning, records management, and general administration.


• Ability to communicate effectively.


• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers, and facsimile machines and to train and assist others in the same.


• Ability to follow oral and written instructions.
  

This is a full-time, 35-hour per week position with a competitive salary and excellent benefit package.  Interested persons should submit a cover letter and resume prior to September 12, 2025 to Debi Hughes, Director of Administrative Services, Pivot, 167 Polk Street, Suite 320, Watertown, New York 13601, via on-line submission form, or by fax at 315.788.4922.  EEO