Administrative Assistant

Location: New York

JOB SCOPE:

Will provide administrative support to the Program Director, other staff members, and Residents, as needed to support the operations of the residence.

ESSENTIAL FUNCTIONS:

Answers and screens telephone calls, directs callers, and takes messages.

Answers general inquiries from residents and provides direction and assistance as needed.

Ensure all resident visitors provide identification and sign in the Visitor Log.

Ensures all vendors provide identification and sign in and out of the Vendor Log.

Assists in obtaining bids with vendors.

Responsible for maintaining an inventory of and ordering general office and maintenance supplies.

Maintains accurate general and financial records for the residence (e.g., per diem usage information, petty cash, purchase order/requisitions, processing invoices in Microix)
Performs general data entry duties (e.g. per diem/staff scheduling, residential roster move-in/outs)
Updates residential data (e.g. PNA schedule, monthly statements, arrears reports)
Drafts correspondence to tenants and distributes (e.g. arrears letters, LIHTC letters, lease violation letters.)Assist in the upkeep of administrative binders/logs for residence

Scans and uploads LIHTC documentation, where applicable.

Enters Rehabilitative and Tenancy Support Services data in OMH CAIRS database on a monthly basis, where applicable.

Provides linkage with community resources for clients and staff.

Performs duties and assists with special projects as assigned by the Program Director Report crises, untoward incidents, and emergencies immediately to the clinical staff on call and document such events in the program log, and on appropriate forms in a timely manner.

Participate in residential staff meetings.

Handles confidential information in accordance with Federal and New York State law and regulations.

Adhere to personnel and residential policies and procedures as outlined in the PCMH Personnel Policies and Procedures Manual and the Residential Policies and Procedures Manual.

Performs other duties, consistent with the goals and objectives of the program, as assigned by the Program Director or Regional Director for Residential Services.

KNOWLEDGE:

Microsoft Office Foothold AWARDSCPR/First Aid

SKILLS AND ABILITIES:

Strong customer services skills

Excellent interpersonal skills and ability to relate to staff and residents.

Strong oral and written communication skills

Minimum typing speed of 35 words per minute

Detail oriented

Well organized

Basic math skills

Ability to effectively manage time Ability to work effectively with others

EDUCATION AND EXPERIENCE:

High School Diploma or equivalent is required.

Secretarial and/or office administrative training is preferred.

Minimum two years office experience, preferably in a secretarial or administrative assistant capacity.
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