Estimated Length: 24 months Mon.-Fri. 

Requirements

Executive Secretary/Administrative Assistant

Division of Quality Improvement, Program Certification

Provide administrative support to program areas as well as perform routine clerical and administrative

functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper

and electronic files, providing information to callers, receiving visitors, and arranging conference calls.

Answer inquiries and obtain information for the general public, customers, visitors, and other interested parties.

Person Centered Supports, Home and Community Living

1. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
2. Provides information to clients by answering questions and requests.
3. Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, emailing list of needed supplies to upstate office
4. Maintains professional and technical knowledge by attending educational workshops/webinars, reviewing professional publications.
5. Answering and directing phone calls.
6. Completing client intake forms for rental and pre-purchase counseling
7. Entering client information from intake forms into online counseling website. 
8. Registering clients for homebuyer education trainings and maintaining organized lists of registrants.
9. Attend meetings and take detailed notes/minutes.
10. Write and distribute email, correspondence memos, letters, faxes and forms
11. Assist in the preparation of regularly scheduled reports
12. Develop and maintain a filing system
13. Update and maintain office policies and procedures
14. Maintain contact lists
15. Provide general support to visitors
16. Act as the point of contact for internal and external clients

REQUIREMENTS NEEDED

1. 3-5 years of administrative assistant or related experience
2. High School diploma or GED required. 
3. Able to navigate computers effectively (MS Word, MS Excel, MS Access, MS Outlook)
4. Ability to organize documents and information electronically
5. Experience with file management
6. Attention to detail
7. Good listening skills
8. Good written and verbal communication skills
9. Attention to detail and problem-solving skills
10. Effective time management skills and the ability to prioritize work
11. Friendly, team-focused personality

Office of Investigations and Internal Affairs

BASIC DUTIES AND ILLUSTRATIVE TASKS

1. Screen and direct incoming calls

2. Assist with scanning and uploading documents and reports into the VCPR and IAMS

3. Provide support to, and interact with investigators

4. Work with PDF documents and files, scanning and emailing

5. Edit documents for grammar and content

6. Upload activity log data to spreadsheets

7. Scheduling interviews and interrogations

8. Follow-up on assigned projects with limited oversight 

9. Any other administrative support activities which support the office and staff in field stations throughout the region

SKILL SET NEEDED

1. Ability to maintain confidentiality in highly sensitive work

2. Ability to work independently and ask for direction when necessary

3. Ability to work cooperatively with colleagues

4. Ability to multi-task

5. Computer literacy

6. Ability to learn new computer programs quickly with appropriate assistance and support

7. Working knowledge of Excel, Power Point, and Word

8. Working knowledge of Outlook

Revenue Support Field Office – 3 available positions

BASIC DUTIES AND ILLUSTRATIVE TASKS

1. Answer and direct phone calls for the office
2. Handle copying, mailing and faxing duties
3. Filing and sorting
4. Shredding
5. Incoming/outgoing mail distribution
6. Distribution of daily/monthly reports
7. Various projects as directed by the Office Manager and/or Assistant Office Manager

Receptionist/Secretary

Real Property Services

Provide administrative support to program areas as well as perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers, receiving visitors, and arranging conference calls. Answer inquiries and obtain information for the general public, customers, visitors and other interested parties.

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