Administrative Assistant for Residential Department

Description

Who We Are

For over 60 years, Abilities First, Inc. has been empowering individuals with developmental disabilities to live their most vibrant, independent lives. From early education to adulthood, our wide range of services—including preschool and school programs, day programs and residential services , community connections, and employment services—are designed to uplift every individual’s unique strengths and dreams.

 We believe in the power of people—of every background, identity, and ability—to create change and build a more inclusive world. Abilities First is proud to be an equal opportunity employer and is welcoming and supportive of people of varying abilities, races, ethnicities, religions, socio-economic status, gender and gender identities. At Abilities First, you’ll join a mission-driven team that values collaboration, celebrates individuality, and is dedicated to meaningful work. If you're ready to turn your passion into purpose, we’d love to welcome you aboard. 

Who We Need

Abilities First is seeking an organized, detail-oriented, and dependable Administrative Assistant to provide comprehensive administrative and project support to the Residential Department. This role is essential to keeping daily operations running smoothly by coordinating office activities, maintaining records and tracking systems, supporting departmental projects, and serving as a key point of contact for staff and visitors.

The ideal candidate is proactive, highly organized, professional, and able to manage multiple priorities while maintaining confidentiality and exercising sound judgment. Responsibilities include coordinating schedules and communications, maintaining departmental trackers and reports, assisting with audits and quality assurance initiatives, and collaborating with internal departments to support efficient operations and quality services.

This is an excellent opportunity for someone who enjoys a fast-paced administrative environment, takes initiative, and wants to contribute to a team dedicated to supporting individuals with intellectual and developmental disabilities.

Full-Time Non-Exempt 

Standard Schedule: Monday -Friday 9am-5pm, 40 hours per week.

Location: Poughkeepsie

Salary Range: $18.62-20.62 per hour

Responsibilities:  

• Triage all incoming calls, greet, and assist visitors
• Assist with filing, typing, faxing, and copying when needed
• Distribute/organize Agency /interoffice mail, UPS, FedEx shipments
• Conference room scheduling
• Maintaining master mailing and address lists
• Keeping supervisor informed of situations as appropriate throughout the day
• Provide administrative support as needed in daily program operations
• Maintain trackers, systems, and records such as staff training, phone lists, petty cash, all physical plant needs, ordering of supplies and equipment maintenance, fire drills, purchase orders, and special event coordination.
• Provides project management support for the Residential team to address quality service and systems improvements. 
• Internal and External audit protocols
• DDP’s and Choices data entry
• Documentation maintenance and reporting (records retention and destruction)
• Intake triage
• Master Schedules revisions and Relief List updates
• Liaison with Support Staff Maintenance, IT, Fiscal etc.
• Initiates and track Maintenance Request Work Orders
• Vehicle/fleet management supports
• Update dashboard daily- billing and billing/ fiscal reports
• Maintain agenda and minutes for all departmental meetings as requested
• QA Trend Reports
• Oversee, coordinate, and complete other administrative projects as designated by department Director. 
• Ability to travel to other agency or program locations as needed.
• Ensures all required trainings and certifications required are current, and seeks further support and training where needed.
• Adhere to agency Code of Legal and Ethical Behavior, which require all employees, consultants, board members, volunteers and affiliates to perform their responsibilities according to ethical and legal standards with honesty, integrity, fairness, good faith and respect for others and the law.
• Follows all agency policy and procedures and demonstrates continuous regard to personal safety and the safety of others.
• Will incorporate CORE concepts of person-centered excellence by respecting people’s concerns and responding accordingly and will use “teachable moments” to assist people in understanding and exercising their rights.
• Performs other appropriate job-related activities as requested by your supervisor or as circumstances warrant.

Perks & Benefits:

• Time to Recharge - Vacation, personal, sick, and holiday time
• Health & Wellness – Medical, dental, and vision plans to keep you covered, and free Employee Assistance Program available 24/7
• Plan for The Future – Retirement savings plan options, employer-paid life insurance, and access to FreeWill
• Level Up Your Skills– Tuition reimbursement and career development training opportunities
• Get Paid When You Need It – On Demand Pay gives you access to earnings as early as the next day
• Make a Difference and Be Recognized! – We celebrate our team through staff appreciation events, employee awards, team celebrations, and ongoing recognition of exceptional performance and service.
• And More!

*Eligibility requirements may apply

Requirements

• High School Diploma or equivalency diploma required. Applicable college coursework or vocational training preferred.
• Minimum 3 years’ experience in an administrative setting.
• Current Valid NYS Driver’s License, free of moving violations, deemed acceptable by our insurance carrier.
• Excellent organizational and communication skills with the ability to complete tasks independently.
• Comprehensive computer experience, proficiency in Microsoft Office and good typing skills.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.

Unless reasonable accommodations can be made, in order to perform the essential functions of this job, an individual shall be required to:

1. Have the ability to lift up to 20 lbs., bend, squat, bend the knees, pivot, and grasp with both hands.
2. Have the ability to sit or stand for extended periods of time.
3. Possess verbal and written communication skills, in English, to ensure adequate regulatory documentation.

NOTE: The salary range represents the expected range of compensation for this position exclusive of fringe benefits or other job specific stipends where applicable. The actual starting salary for the successful candidate will be based on qualifications, experience, skills, education, internal equity, and other job-related factors. Not all candidates will qualify for the maximum range.