Office Assistance (Full-Time) DDS Dept

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    "raw": "St. Albans, NY, US",
    "city": "St. Albans",
    "region": "NY",
    "country": "United States",
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    "title": "Office Assistance (Full-Time) DDS Dept",
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    "datePosted": "2025-12-15T05:00:00.000Z",
    "description": "<h2>Responsibilities</h2>\n<ul>\n <li>Answers phones and take messages.</li>\n <li>Types and prepares reports, meeting minutes and plans requested by the Operational Manager and/or Director of DDS.</li>\n <li>Performs typing and clerical needs for the DDS Department.</li>\n <li>Completes research for necessary information needed for the programs.</li>\n <li>Monitors office supplies and equipment and orders supplies as needed.</li>\n <li> Maintains accurate ledgers according to agency regulations on expenses and contributions submitted from the programs.</li>\n <li> Check all submitted documents and requests for accuracy and requirements prior to submitting them to Social Services Administration for approval.</li>\n <li>Submits program requests for approval to Social Services Administration.</li>\n <li> Communicates to program staff when inaccuracies have been identified and monitors resubmission of such requests.</li>\n <li>Keeps records of all documents processed through the DDS Department.</li>\n <li>Submits all financial and statistical reports as requested by the Operational Manager.</li>\n <li>Attends all meetings relevant to fiscal matters as assigned by the Operational Manager and/or Director of DDS.</li>\n <li> Performs clerical functions for multiple programs, including data entry, filling, and distributing mail.</li>\n <li>Handles billing matters by processing check requests, interacts with vendors, and maintains petty cash.</li>\n <li> Establishes, maintains files, records according to agency regulations which include staff time sheets.</li>\n <li>Manage office petty cash and submit receipt weekly.</li>\n <li>Work with external vendors to obtain outstanding invoices.</li>\n <li>Supervise and train volunteers to ensure compliance with agency standards.</li>\n <li>Contact vendors for pricing and prepare appropriate requests for payment as needed.</li>\n <li>Set up prospective candidate(S) for interviews for all senior staff openings.</li>\n <li>Complete weekly meeting with the Operational Manager for update on department. </li>\n <li>Gathers employee time sheets weekly, secures department head approval and remits to payroll.</li>\n <li>Attends meetings, Seminars and job fairs as assigned by the Operational Manager and/or Director of DDS.</li>\n <li>Sweeps and mops to maintain a neat and organized environment in the DDS office.</li>\n <li>Request follows up and submit with all programs and Maintenance Supervisor on their credit card receipts related to the DDS program.</li>\n <li>Keep record of supplies within the DDS offices and report all deficiencies.</li>\n <li>The essential functions for the job include, but are not limited to, the duties in the job description.</li>\n <li> Awareness of and sensitivity to cultural and socioeconomic characteristics of persons and population served.<strong><em> </em></strong></li>\n</ul>\n<h2>Qualifications</h2>\n<ul>\n <li>Minimum Associate Degree, with 2 years of business/administrative training or experience.</li>\n <li>Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook. Accurate typing skills (Min. 40wpm)</li>\n <li>Bilingual preferred</li>\n <li>Have a pleasant telephone manner and attention to detail.</li>\n <li>The ability to work in a fast-paced environment while maintaining a positive demeaner.</li>\n <li>Excellent organizational, time management, and interpersonal skills.</li>\n <li>Must have people skills with experience working in customer service.</li>\n <li>Has respect and consideration for the individuals being served.</li>\n</ul>",
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