Administrative Jobs in City of Rochester, NY (Now Hiring) — 390 open

Description

Position Summary

East House is a dedicated non-profit organization committed to supporting individuals on their journey to recovery. We provide comprehensive services, including residential support, counseling, peer support and community outreach to empower individuals to overcome mental health and substance use disorders and lead fulfilling lives. Our mission is to foster a supportive environment that promotes healing and long-term recovery, while upholding our humanistic, optimistic, progressive, and collaborative values rooted in integrity.  

The Administrative and Empowerment Services Peer Support (CORE) provides administrative, operational, and peer-informed support to Recovery Support Services. The position supports the department's daily operations through scheduling, communication, data entry, record maintenance, program documentation, education and training coordination, and other administrative functions. The position also utilizes knowledge of recovery principles and peer support to contribute to a welcoming, recovery-oriented environment for clients, staff, and community partners. 

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. East House considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer.

Responsibilities

Administrative Responsibilities:

• Communicates with internal and external parties on behalf of management to facilitate daily operations.? 
• Handles program or project-related inquiries and information requests.? 
• Schedules and coordinates meetings, including arranging necessary food and beverages.? 
• Creates, maintains, and distributes program documentation and ensures timely and accurate mailing of materials.? 
• Develops and maintains up-to-date contact information for external individuals and agencies.? 
• Produces newsletters and other department-related communication materials.? 
• Manages and maintains databases, ensuring data accuracy and timely entry.? 
• Processes department paperwork and updates necessary reports and relevant parties.? 
• Maintains organized and confidential files, charts, and documentation.? 
• Assists in developing and updating policies, procedures, and operational manuals.? 
• Supports department-specific events and training coordination.? 
• Assists with regulatory compliance by tracking filing/audit dates and compiling necessary information.? 
• Provides general help desk assistance for Recovery Support Services education classes.?? 
• Prepares correspondence and obtains supplies to ensure smooth department operations.? 
• Provides backup administrative support and covers reception as needed.

Peer Support Responsibilities:

• Utilizes knowledge of recovery principles and peer support to promote a welcoming and recovery-oriented environment.  
• Provides general information and assistance to clients accessing Recovery Support Services programs, education classes, and resources.  
• Assists with coordinating recovery-related education, trainings, workshops, and department activities.  
• Maintains and distributes current information regarding community and recovery resources.  
• Communicates client questions or concerns to the appropriate Recovery Support Services staff member.  
• Maintains appropriate professional boundaries and confidentiality when interacting with clients.  
• Supports department outreach and engagement activities as assigned. 

Performance Metrics & Expectations:

• Effective and courteous communication with staff, clients, and external parties.  
• Accurate and timely data entry, report generation, and documentation.  
• Efficient scheduling and coordination of meetings, trainings, events, and department activities.  
• Timely completion and distribution of program documentation and communication materials. 
• Maintenance of organized, confidential, accurate, and up-to-date records and resources.  
• Reliable administrative support for Recovery Support Services programs and education classes.  
• Effective prioritization and follow-through on assigned responsibilities.  
• Compliance with all organizational policies, procedures, and applicable regulatory requirements. 

Other Duties

• Follows all applicable policies, federal and state laws, and East House compliance standards. 
• Collaborates with the Office of Ethics, Compliance & Quality to address non-compliance, and document corrective actions.  

Note: This job description may not cover all job duties and is subject to change without notice. Job duties, responsibilities, and/or activities may change at any time with or without notice.

COMPETENCIES

Alignment with East House Values

• Humanistic, Collaborative, Optimistic, Progressive, Integrity. 
• Represents the organization professionally and aligns with its mission. 
• Performs work with integrity and in compliance with established processes, procedures, and regulations. 

Accountability

• Takes responsibility for all work activities and personal actions. 
• Follows through on commitments; implements decisions that have been agreed upon. 
• Maintains confidentiality with sensitive information. 
• Acknowledges and learns from mistakes without blaming others. 
• Recognizes the impact of one’s behavior on others.  

Commitment to Belonging, Respect, and Building a Supportive Community

• Values and appreciates the unique backgrounds, experiences, and perspectives of every individual. 
• Actively includes others in conversations and decision-making, fostering connections by learning about others' interests, and celebrating achievements to make individuals feel valued. 
• Listening without judgment, communicating and interacting politely and civilly, and acknowledging others' contributions to show appreciation and build trust. 
• Offering help, encouraging collaboration, and creating safe spaces where everyone feels comfortable sharing ideas and concerns. 

Working Conditions/Work Environment

Traditional office environment. Occasionally subjected to pressure due to time demands. May have to travel to various program locations which may not be accessible for individuals with reduced mobility.   

Physical/Mental Demands

The physical demands/work environment 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.?While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, ability to reach above or below shoulders, use hands to type and/or perform light lifting (up to 25 lbs.), and occasional stair-climbing. 

Reasonable Accommodation  

East House provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-238-4800 or email your request to [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. 

EEO Statement

East House provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability, or any other protected statuses in its hiring, promotions, and other employment activities. 

Requirements

Qualifications

Required Education & Experience

• High school diploma or equivalent required.? 
• Peer Certification required (provisional and/or permanent). ? 
• Strong organizational and time management skills.? 
• Excellent written and verbal communication skills.? 
• Ability to work collaboratively with staff, clients, and community partners.? 
• Proficiency in Microsoft Office Suite and database management.? 
• Knowledge of recovery principles and experience in peer support is a plus.? 
• Ability to handle confidential information with discretion.? 
• NYS motor vehicle license, safe driving record and availability of personal vehicle required. 
• Occasional transportation of clients in a vehicle as large as a 15-passenger van is also required of the position.? 

Other Skills/Knowledge/Experience

Valid NYS driver’s license in good standing and access to a personal vehicle for work-related tasks. 

Ability to work collaboratively with staff, clients, and community partners.