Administrative Assistant & Finger Printer
ESSENTIAL DUTIES AND RESPONSIBILITIES
Serve as the agency's primary fingerprinting agent and point of contact with IdentoGO.
Perform fingerprinting services in accordance with agency and IdentiGO procedures.
Maintain equipment readiness, follow established protocols, and uphold confidentiality and professionalism throughout all fingerprinting interactions.
Answer telephones, greet visitors, and direct inquiries.
Compose, prepare, and distribute reports, correspondence, and other administrative documents.
Organize and maintain general administrative files and materials related to office operations.
Pick up, sort, and distribute incoming mail and internal communications.
Support administrative staff with agency computer systems and standard office workflows.
Serve as a mentor to the Receptionist position by providing guidance on workflow organization, professional communication, front desk procedures, and customer service practices.
Model professional conduct through all in-person, electronic, and phone interactions.
Maintain confidentiality of personnel and agency information at all times.
-Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
COMPETENCIESCOMPETENCY (To perform the job successfully, an individual should demonstrate the following competencies)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Adaptability- Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events. Changes approach/method to best fit the situation.
Attendance/Punctuality- Is consistently at work and on time. Ensures work responsibilities are covered when absent.
Cost Consciousness- Conserves organizational resources.
Customer Service- Manages difficult or emotional situations; Responds promptly to needs; Solicits feedback to improve service; Responds to requests for assistance; Meets commitments.
Dependability- Follows instructions, responds to management direction; Takes responsibility for own actions. Completes tasks on time or notifies appropriate person with an alternate plan.
Design- Demonstrates attention to detail.
Diversity- Shows respect and sensitivity for cultural differences. Promotes a harassment-free environment.
Ethics- Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Flexibility- Perform work on multiple concurrent tasks with frequent interruptions.
Initiative- Seeks increased responsibilities; Asks for and offers help when needed. Prioritizes tasks to meet agency needs.
Innovation- Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work.
Interpersonal Skills- Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Judgment- Exhibits sound judgment. Includes appropriate people in decision-making process.
Motivation- Measures self against standard of excellence. Demonstrates persistence and overcomes obstacles.
Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; responds well to questions.
Organizational Support- Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.
Planning/Organizing- Prioritizes and plans work activities; Uses time efficiently; Organizes schedules.
Problem Solving- Identifies and resolves problems in a timely manner; Works well in team problem solving situations; Uses reason even when dealing with emotional topics.
Professionalism- Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality- Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality. Completes work in timely manner.
Safety and Security- Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
Teamwork- Exhibits objectivity and openness to others' views; Gives and welcomes feedback. Contributes to building a positive team spirit; Supports everyone's efforts to succeed.
Technical Skills-Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Written Communication- Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively. Able to read and interpret written information.
QUALIFICATIONS
Education and/or Experience- High School diploma (or GED) and one year of experience as an administrative professional preferred.
Reasoning Skills- To perform the job successfully, an individual must be able to demonstrate the following competencies: Sound decision making and judgment, interpersonal skills, planning/organizing, strategic thinking, time management and delegating. The ability to work independently in multiple settings. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Language Skills- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports/correspondence and good communication and writing skills.
Mathematical Skills- Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar or line graphs.
Computer Skills- Must be knowledgeable about Internet software, Microsoft Office and other agency identifies hard and software.
Certifications, Licenses, Registrations- Must possess a valid NYS driver's license and an acceptable driving record. Successful completion of all required agency training.
Physical Demands- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physically able to bend/stoop, squat, push/pull, reach above/below shoulder level.
Regularly required to sit, walk and/or stand for long periods of time.
Talk or hear both in person and by telephone.
Must be able to independently lift and/or transfer, push or pull up to 25 lbs. No lifting restrictions.
Must have adequate vision, speaking and hearing ability, to be aware of, detect, and respond to needs when not in immediate vicinity.
Specific vision abilities required include close vision, color vision, and ability to adjust focus.
Use hands respectively to finger, handle, feel or operate office equipment.
EXPECTATIONS
Treat everyone with respect and dignity.
Maintain acceptable attendance and punctuality in accordance with The Arc Otsego's standards.
Adhere to all policies and practices in place at The Arc Otsego.
VII. WORK ENVIRONMENT
The work environment characteristics described here are representative of that an employee comes across while performing the essential functions of this job. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Located in a busy, open area meeting people on a regular basis.
Works with household cleaning solutions.
Possible exposure to dust, fumes, odor, loud noise and toxic or caustic chemicals.
Moderate noise; 85-95% of work is performed indoors, 5-15% outdoors.
Works with office equipment.
Wear proper Personal Protective Equipment at all times.
Responsibilities occasionally may require an adjusted work schedule including overtime.
Americans with Disabilities Act:Reasonable accommodations will be made in compliance with the Americans with Disabilities Act of 1990, and ADAAA of 2008.
Occupational Safety and Health Act:Exposed to human body fluids, airborne agents, household chemicals. May be exposed to contagious diseases.
The rate of pay for this position starts at an annual salary of $34,320 based on 16.50 hour or more depending on experience.
