Administrative Assistant - Day Services

Living Resources is a non-profit human services agency. Our core purpose is to support and empower individuals with disabilities or other life-challenging conditions to live with dignity, independence, and happiness.

Living Resources works with, and for, families by providing peace of mind. All employees are to be respectful and supportive of families. We are working with them as partners, providing care and services.

To work for Living Resources is to make a difference in the lives of others. Living Resources provides individuals with disabilities and special needs the support they need to thrive and lead active, full lives. For many Living Resources employees, their work becomes an experience where they find fulfillment and develop both personally and professionally.

The Administrative Assistant to the Director of Day Services will support the Director and the members of the Day Services Leadership. This role includes, but is not limited to, managing the director’s calendar and correspondence, scheduling meetings, and processing time cards for payroll. Additionally, the assistant will be responsible for maintaining the Admin SharePoint and Utilization SharePoint, ensuring accurate data and materials are uploaded. 

• Assist Director with various tasks, including 

o Managing emails, phone messages, and other correspondence. 

o Maintaining work and personal calendar’s and assisting with scheduling meetings and travel. o Tracking and inputting mileage, tolls, and other expenses in Paylocity. 

o Monitoring usage of the company credit card and filing associated forms. o Keeping updated time off requests for Leadership Team members.

• Maintain oversight of Paylocity time cards for the Director’s staff, including identifying and correcting missed punches and approving time cards bi-weekly.
• Track and analyze KPI Information to provide insights to Leadership team, including;

o Tracking and providing monthly Utilization summaries.

o Maintaining basic financial oversight for Day Hab, Site Base, and Art programs.

• Assist the Director with tracking, scheduling, and completing new hire performance reviews and annual performance reviews for direct reports.
• Serve as the point person for documents requiring the Director’s signature (Purchase Orders, cooking expense forms, Laserfiche, etc.).
• Provide scheduling and meeting coordination support for the Director of Day Service
•  Develop meeting agendas and take and distribute meeting minutes.
• Research, develop, and coordinate the annual award ceremony.
• Distribute referral info to the Day Service Vetting Committee.
• Assist HR team with scheduling applicants for interviews, as required.
• Complete the order process for office supplies, furniture, and other site materials as required; keeping track of the order status and completing delivery confirmations.
• Monitor office printer supplies and status, ensuring maintenance is carried out as required.
• Maintain and update SharePoint information, including, but not limited to;

o The Day Services Org Chart

o Day Services Job Descriptions

o Utilizations information

• Facilitate new hire needs i.e. ordering laptops and phones from IT, business cards, name plates, and any other materials needed.
• Provide representation at meetings when other Day Service Leadership Team members are unable.
•  Other Duties/Projects as assigned. 

• High School Diploma or GED.
• Strong proficiency in Microsoft software applications, including Word, Excel, Outlook, and SharePoint.
• Minimum of 1 year’s administrative experience.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation.
• Valid NYS Drivers’ License and reliable transportation to travel to various program locations.

Benefits

We offer great benefits including Paid Training, Health, Dental & Vision Insurance, Health Reimbursement Accounts, Payment in Lieu of Health Insurance, Tuition Assistance, Retirement Programs and we have a Free On-Site Fitness Center in our main office in Albany!

There are also opportunities to advance within our agency!