Children's Home of Jefferson County · 8 hours ago
Administrative Assistant
Watertown, NY
Full-time
Onsite
Entry Level
1+ years expChildren's Home of Jefferson County is seeking an Administrative Assistant to support various functions and operations for several Agency Departments. The role involves greeting visitors, managing office operations, overseeing scheduling, and providing clerical support, all while maintaining a commitment to the agency's values of safety, respect, and integrity.
CharityHealth CareNon ProfitWellness
Responsibilities
Answer and direct incoming telephone calls promptly and professionally
Greet and direct visitors with excellent customer service
Maintain a tidy front office and reception area at all times
Pick up mail from the post office and distribute to appropriate staff/department
Apply postage, check address accuracy, and prepare outgoing mail
Sort and distribute incoming mail and faxes
Accept incoming deliveries and notify appropriate parties; prepare outgoing packages for carrier pickup
Maintain and update staff mailboxes
Order postage and postage machine ink as needed
Complete and maintain check logs for incoming checks and donations
Log incoming cash, checks, and donations accurately
Physically deliver logged checks/copies and cash to the Finance Department in Empsall
Assist with petty cash requests and reconcile petty cash fund as directed by Finance Manager
Assist with oversight of fiscal responsibilities including reimbursement fund, credit cards, and receipts
Perform clerical duties: typing, copying, filing as needed
Assist foster care and Administration Departments with creating PDFs for e-signatures
Format and update documents for President/CEO and Manager of Administrative Services
Maintain agency archives and fulfill archive requests
Print and distribute staff business cards
Attend meetings and trainings as requested or required
Oversee scheduling of agency vehicles for staff use
Manage scheduling of office and visitation spaces
Coordinate room reservations and RSVP tracking for events
Assist Marketing and Events Coordinator with agency events, mailings, and event materials
Support website text composition, edits, and additions
Maintain Fundraising FundEZ software database entries
Create and complete mail merges for agency mailings
Process and mail staff work anniversary cards and gift certificates
Create and distribute agency information sheets
Oversee copier/fax servicing and order ink cartridges and office supplies
Keep inventory of office supplies
Act as liaison between HR, IT, Finance, and Maintenance Departments for organizational needs
Handle other duties as assigned by Manager of Administrative Services or President/CEO
Qualification
Required
A high school diploma is required
Candidates should have one to two years of general office or marketing experience
Demonstrate proficiency in word processing, database, and spreadsheet applications, including Microsoft Word, Excel, and PowerPoint
Familiarity with office equipment such as copiers, computers, phones, fax machines, and laminators is essential
Strong knowledge of the internet and social media platforms is expected
Excellent computer skills, organizational abilities, and attention to detail
Strong interpersonal skills and the ability to work collaboratively as part of a team
Strong organizational and time-management skills with attention to detail
Excellent interpersonal and communication abilities, with a collaborative, team-oriented approach
Ability to handle confidential information ethically and without bias
Demonstrates professionalism, tact, and diplomacy when working with diverse populations
Self-directed and capable of managing multiple priorities effectively
Must maintain privacy of confidential information
Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks
Valid NYS driver's license required
Corporate Compliance, HIPAA Privacy Security, and Workplace Harassment and Discrimination Training will be required following date of hire
Preferred
A certificate or associate degree in a related field is preferred
Knowledge and experience with Strength-Based and Individualized Care approaches for children and families
Company
Children's Home of Jefferson County
Our Mission: "CREATING OPPORTUNITIES TO ENHANCE LIVES ONE RELATIONSHIP AT A TIME." Our commitment to children includes providing new opportunities for their growth and success.
201-500 employees
H1B Sponsorship
Children's Home of Jefferson County has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2022 (1)
Funding
Current Stage
Growth StageLeadership Team
Michelle Monnat, LMHC
President and CEO
Recent News
Central New York Business Journal
2025-06-22
Company data provided by crunchbase