The Administrative Assistant II efficiently completes various administrative tasks, provides essential operational support, and implements administrative systems, procedures, and policies while resolving challenges with independent judgment. Key functions include coordinating correspondence, managing databases, maintaining schedules, distributing materials, and coordinating communication across multiple internal departments.
Requirements summary
A high school diploma or GED is required, along with a minimum of 3 years of experience in office management or administration. Candidates must possess an unrestricted, valid NYS driver’s license for at least one year with a clean record.
high schoolAttention To DetailTime ManagementDatabase ManagementReport GenerationOperational SupportIssue EscalationCorrespondence PreparationMicrosoft Office Suite ProficiencyCalendar MaintenanceCommunication CoordinationConfidential Information ManagementStandard Operating Procedures MaintenanceVirtual Meeting SchedulingMeeting Note DistributionAdministrative Systems ImplementationFinancial Responsibilities Support
Job description
Job Summary
The Administrative Assistant II is responsible for efficiently completing various administrative tasks and providing essential operational support. This role involves implementing administrative systems, procedures, and policies, and skillfully resolving challenges while exercising independent judgment.
Essential Job Functions
Provide administrative, clerical, operational, and systems support to assigned program or department area.
Coordinate and prepare correspondence, reports, manuals, presentations, and data for the department to ensure deadlines are met.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
Create, maintain, and enter information into databases.
Maintain general knowledge about the services and activities of the program or department and use knowledge of overall functions across Hillside.
Maintain scheduling and event calendars of leader as requested.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Complete forms in accordance with company procedures.
Open, read, route, and distribute incoming mail or other materials and answer routine letters.
Coordinate communication and interaction with multiple Hillside departments, including Purchasing, Marketing, Facilities, Technology, HR, Payroll, and Finance, following provided directives.
Respond promptly to inquiries, assess the need for issue escalation, and determine the appropriate method for issue resolution in accordance with agency protocols.
Maintain updated standard operating procedures, including but not limited to ordering supplies and maintaining files and materials.
Assist with handling cash and/or other financial responsibilities in support of program budgets or financial management, as needed.
Manage access to and knowledge derived from confidential information and records to assure that such information/records remain confidential.
While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.
Benefits
Paid Holidays
Paid Time Off
Flexible Spending Account
Medical Coverage
Dental Coverage
Vision Coverage
Employee Assistance Plan
403(b) Retirement Savings Plan With Employer Match
Education & Experience
High school diploma or GED required.
Minimum 3 years of experience in office management or administration required.
Special Requirements
Unrestricted, valid NYS driver’s license for minimum of 1 year with a clean driving record and minimum insurance coverage that meets agency standards.
Knowledge, Skills & Abilities
In addition to demonstrating the Hillside Professional Competencies of Communicates Effectively, Personal Excellence, Cultural Competence, Builds and Leverages Relationships, and Optimizes Decision Making, the following occupational competencies must be demonstrated:
Ability to manage multiple tasks, prioritize responsibilities, and maintain a well-organized workspace to ensure efficiency and productivity.
Strong verbal and written communication skills, including the ability to compose professional emails, memos, and reports.
Skill in managing time effectively, including scheduling appointments, coordinating meetings, and prioritizing tasks to meet deadlines and ensure smooth workflow.
Ability to maintain a high level of accuracy and attention to detail in completing administrative tasks such as data entry, filing, and record-keeping to ensure accuracy and minimize errors.
Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling virtual meetings.
Physical Demands & Work Environment
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.
Must be able to work a variable scheduling including evenings and weekends
The following physical demands are required:
Occasional sitting (up to 4 hours)
Occasional standing (up to 1 hour)
Occasional walking (up to 2.5 hours)
Occasional driving (up to 8 hours)
Continuous balancing (up to 8 hours)
Occasional balancing, bending, stooping, climbing, kneeling, pushing, pulling, reaching forward or down, reaching overhead, running, and twisting (up to 2.5 hours)
Weekly lifting up to 50 lbs. (community-based staff may be required to lift an empty wheelchair weighing up to 50 lbs.), 10-15 lbs. on a daily basis
Weekly carrying up to 55 lbs. approximately 10-100 ft., 10-15 lbs. on a daily basis
Manual dexterity is required, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately 1-2.5 hrs.)
Occasional exposure to dust, fumes, gases or chemicals is apparent.
Protective clothing or equipment as required: Close toed shoes; Protective Shields, Universal Precaution PPE, Gloves for toileting and food preparation
Ability to change positions as needed
$18.50 Minimum pay rate, $26.00 Maximum pay rate, based on experience. This pay rate may include a Regional and/or Department premium.
At Hillside, we believe that healthy youth and strong families with opportunities to succeed are the foundation of any thriving community. Guided by this belief, we provide community-based services, education, and residential treatment to positively impact lives, in partnership with youth and families who have experienced trauma. From locations across Central & Western New York and Prince George’s County, Maryland, our programs serve nearly 10,000 youth, adults, and families each year.
Partnering with families and communities, we deliver high-quality, evidence-based services, in the appropriate settings — whether on residential campuses or in schools, homes, or the workplace. By measuring the impact of our work, we endeavor to deliver ever better outcomes every day.
Equal Opportunity Employer
Hillside is committed to equal opportunities for all, supporting a diverse workforce, creating development opportunities for our people. Hillside is an equal opportunity employer; individuals from underrepresented and/or marginalized identities, Veterans, and disabled persons are encouraged to apply. Upon request, reasonable accommodations will be provided for the disabled.
Total Rewards
We offer a competitive benefits package to include generous paid time off, paid holidays, comprehensive medical, dental and vision coverage, flexible spending account, 403(b) retirement savings plan with employer match, and Employee Assistance Plan – just to name a few of the amazing benefits at Hillside! World changers and change makers join our talent community every day. Apply online, get on board, and grow your career with us!
Market context
Administrative support in steady demand
In New York, administrative support roles in education settings are often competitive because employers look for candidates who can handle scheduling, records, communication, and day-to-day office coordination with minimal supervision. For this role, a high school diploma or GED, at least 3 years of office management or administration experience, and a clean NYS driver’s license held for at least one year are key screening points. Review the posted requirements and benefits carefully—this platform AI-summarizes them from the original job description, which can save you research time before applying.
