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:


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


Director of Human Resources


  • 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:


  • 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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