Admin Assistant I - Brockport, NY - Day Services at Lifetime Assistance, Inc. in Brockport, NY

Job description

• Lifetime Assistance – Admin I: Residential Services and Supports
• Make an Impact. Create Joy. Shape the Future.
• At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job—it’s a chance to transform lives, including your own.
• Job Title: Admin Assistant I - Brockport, NY - Day Services
• Location: Brockport, NY, 14420
• Department: Day Services
• Reports To: Community Integration Coordinator (CIC)
• Employment Type: Full-Time, Non-Exempt
• Starting Wage: $18.00-$20.00/hour
• Schedule: Monday - Friday 7:30am-4:00PM

Responsibilities

• Administrative & Office Support
• Prepare and distribute correspondence, reports, rosters, and program documentation.
• Maintain organized filing systems and accurate program records.
• Answer incoming calls and greet visitors in a professional and welcoming manner.
• Sort and distribute incoming mail to appropriate program staff.
• Monitor office supply inventory and notify leadership when equipment or materials need maintenance or replenishment.
• Billing & Documentation Support
• Receive and submit daily attendance records to the Business Office to support accurate and timely service billing.
• Assign and distribute purchase orders for program sites.
• Assist with maintaining and updating the purchase order tracking system.
• Meeting & Administrative Coordination
• Attend meetings as requested and record meeting minutes.
• Distribute finalized meeting minutes and assist with follow-up administrative tasks.
• Compliance & Program Support
• Support the Community Integration Coordinator with program-related administrative tasks.
• Maintain compliance with agency policies and regulatory requirements including OMR/DD, Medicaid, and HIPAA standards.
• Represent the program professionally in all internal and external communications.

Requirements

• Education & Experience
• Minimum 2 years of secretarial or clerical experience required.
• Associate’s degree in Secretarial Science or a related field preferred.
• Proficiency in Microsoft Word, Excel, and Access required.
• Communication & Interpersonal Skills
• Ability to read and interpret written instructions and correspondence.
• Strong written and verbal communication skills.
• Comfortable interacting with staff, program participants, and visitors in both individual and small group settings.
• Problem Solving & Organization
• Ability to follow written, oral, and diagram-based instructions.
• Strong organizational skills and attention to detail.
• Ability to resolve routine administrative challenges using sound judgment.

Skills

Required

• Microsoft Word
• Microsoft Excel
• Microsoft Access

Benefits

• No-Premium Health Insurance: Access comprehensive healthcare without added cost.
• Education Support: Tuition assistance, scholarships — 50% off tuition for two courses per semester plus up to $3,000 scholarship per semester — plus micro-credential stipends up to $750 and SUNY partnerships.
• Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career Growth: Clear pathways to advancement, leadership training, and coaching support.
• Work-Life Harmony: Generous paid time off and supportive scheduling.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person — both those we support and our employees alike.