{"id":3483212,"url":"https://alion.io/job/depaul-administrative-assistant-2","title":"Administrative Assistant 2","company":{"id":2317956,"name":"DePaul","domain":"depaul.org","url":"https://alion.io/company/depaul-org","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"iCIMS","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Rochester, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":24000,"max_usd":53000,"period":"year","method":"role_country_seniority_unknown","sample_n":11684},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-29T20:49:55Z","employer_posted_date":"2026-10-29","last_verified_at":"2026-11-08T13:31:27Z","board_verified":true,"closed_at":null,"days_open":9,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":9},"description":"Overview\nThe Administrative Assistant serves as the first point of contact for visitors, customers, and community partners, creating a welcoming and professional experience for all who interact with the WorkGuide office. This role is responsible for managing the reception area, greeting and assisting individuals with diverse abilities, answering and directing telephone calls, performing clerical and administrative tasks, and providing general office support. The Administrative Assistant plays a key role in ensuring efficient daily operations while supporting the WorkGuide team through strong customer service, organization, and communication skills.\nWhy work for DePaul?\nMake a positive difference in someone's life\nSupportive work environment\nWe value diversity\nOpportunity for professional development and career advancement\nExcellent benefits and competitive wages\nResponsibilities\nCourteously greets, welcomes, and provides direction to guests, customers, service providers, vendors, and family members.\nPerforms secretarial and clerical work involving but not limited to, various applications, correspondence, memos, reports, and forms.\nMaintains a neat and welcoming environment within the office.\nSorts and distributes mail for the program.\nProvides support to program staff by preparing mailings and making copies when needed.\nMonitor inventory and order office supplies and other needed items for the office.\nProvides support to DePaul’s WorkGuide team to include organizing and filing customer documentation, editing written materials, printing, and organizing materials to mail or for pick-up, and managing supplies for the team.\nConducts follow up calls/emails to customers in order to obtain necessary documentation, signatures, and/or paystubs required for reporting/billing purposes.\nPrepares charts for new customers and break-down discharged charts to prepare and submit to medical records.\nAssists with or facilitates coverage as needed and/or reschedules appointments as needed.\nData entry in AWARDS for Intakes, Discharges, and Transfers within the various Employment Services while enrolled in WorkGuide.\nCompletes data entry for referrals, billing and reporting tracking systems.\nRespects and maintains resident confidentiality and demonstrates a caring, positive attitude toward all customers, staff, and guests.\nAttends and participates in all required trainings.\nFollows all safety rules, regulations, and protocols for self, customers, staff, and visitors.\nPerforms any other duties necessary for the effective operation of the WorkGuide program.\nQualifications\nEducation & Experience:\nMinimum of High School diploma or GED with two years of reception, clerical or administrative assistant experience in business or a related field preferred.\nMicrosoft Office skills and knowledge of computer applications and procedures required.\nExcellent interpersonal skills required with the ability to interact in a positive manner with staff, customers and guests.\nIn addition to the above criteria, this position also requires a clean NYS driving record as outlined in DePaul’s personnel policy.\nAbility to communicate effectively in English, whether verbally or through American Sign Language (when relevant to the position), and to read, write, and understand English sufficiently to safely and effectively perform the essential functions of the position.\nPhysical Requirements:\nAbility to sit, stand, and use a computer for extended periods. Must be able to lift to 20 lbs, communicate effectively, and perform basic office tasks such as typing, filing, and operating standard office equipment.\nBenefits\nThis position is eligible for the following for the following benefits: Medical Insurance, Dental Insurance, Vision Insurance, Life Insurance, Generous PTO & Paid Holidays, 403B with Employer Match, robust Employee Assistant Program, Staff Recognition Program and Employee Discount Program.\nDePaul is an equal opportunity employer that values diversity. 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