Careers

 

Administrative Support Specialist

  • Job Tracking ID: 512714-705452
  • Job Location: Depew , NY
  • Job Level: Entry Level (less than 2 years)
  • Level of Education: 2 year degree
  • Job Type: Full-Time/Regular
  • Date Updated: October 02, 2019
  • Years of Experience: Less Than 1 Year
  • Starting Date: ASAP



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Job Description:

GENERAL PURPOSE OF POSITION

The Administrative Support Specialist provides clerical and administrative support to the Human Resources, Quality Assurance and Training departments.

REPORTS TO

Director of Human Resources

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Generate Orientation welcome letters to new employees
  • Distributes and tracks On-site orientation checklist, notifying Training and Safety Specialist of training compliance issues
  • Data entry into a training spreadsheet or other database
  • Excel
  • UltiPro (possibly Paylocity)
  • Litmos
  • Career Development
  • Runs excel or other database reports training reports and forwarding to applicable party(ies) to include:
    • Union Seniority List
    • Training Compliance reports
    • Licensure and Certification expiration/renewal reports
    • Robocall report
    • Upcoming performance reviews including DSP evaluationsOrientation books Test materials
      • Set up New Hire folders
      • Training Records
      • Employment documents
    • Test materials
    • Handouts
    • Sign In sheets
    • Scheduling of presenters
    • Certificate of Completion
    • Room reservation
    • Table configurations
    • Refreshments/Meals
    • Supplies (mats, CPR materials, flipcharts etc.)
    • Registrations
  • Responsible for maintenance of various employee databases including
    • Litmos
    • Ultipro
    • UTM
    • Tracking Logs
    • User groups
  • Paycheck distribution
  • Filing
  • Prepares of materials for training/in-services, to include
  • Meeting/ In-service arrangements
  • Respond to training records requests
  • Generates email reminders to staff regarding training progress.
  • Assist in the weekly processing of payroll, reviewing timecards for accuracy, preparing reports as requested
  • Assists in benefit enrollment paperwork
  • Logs Workers compensation injuries into accident injury log, files reports as directed
  • Initiate COBRA paperwork and billing
  • Notifies Human Resources Generalist when disciplinary action is required.
  • Receives and files documentation from employees for substantiating time off.
  • Responsible for employment verification forms
  • Assists in reference calls/emails
  • Facilitate meetings and programs as appropriate including assistance with the Employee Recognition Program; and Employee Appreciation Event

Other Duties

  • Provides administrative assistance and clerical as directed including sorting of mail, answering phones, meeting and greeting visitors, preparing documents, filing, duplicating.
  • With direction may compose a variety of materials such as letters, memoranda, bulletins, requisitions, reports, and statistical data from rough drafts or oral instructions.
  • Observes confidentiality procedures and ensures documentation and communications have the necessary safeguard to ensure confidentiality, security and control. Involvement with high-level contacts and exposure to sensitive information necessitates considerable use of tact, diplomacy, discretion and judgment.
  • Creates and maintains databases and spreadsheets.
  • Performs purchasing tasks for by contacting vendors, preparing and typing requisitions, and maintaining records of purchases.
  • Assists with formal studies and projects relating to training, staffing, employment, compensation, etc.
  • Ensure confidentiality of employee data.
  • Arranges and coordinates meetings and events including the scheduling of meeting rooms.
  • Maintains and projects the Cantalician Center’s professional reputation.
  • Provides assistance and responds to inquiries and questions from applicants, principals, managers, supervisors, and employees.

Experience and Skills:

EDUCATION AND/OR TRAINING

  • Minimum: An Associate’s degree or Certificate in related field; equivalent experience will be considered
  • Required NYS Driver’s License
  • Successful completion of background checks

Job Benefits:

We offer an excellent benefits package including paid holidays, PTO (paid time off), health and dental insurance, agency paid life and long term disability insurance, 401k & more!


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