Administrative Assistant- Community Services

Position: Administrative Assistant- Day & Community Services
Location: New York

The Administrative Assistant – Day & Community Services provides administrative and operational support to Heartshare’s Day and Community Services. This position is responsible for maintaining participant records, supporting admissions and enrollment processes, coordinating meetings, managing attendance and census tracking systems, and assisting program leadership with administrative functions that support quality service delivery.

The Administrative Assistant serves as a key support resource for program staff, families, Care Managers, and agency departments by ensuring documentation is organized, records are maintained accurately, and administrative processes are completed in a timely and professional manner.

Essential Functions and Primary Responsibilities of Position:

Administrative Support Provide administrative support to Day & Community Services leadership and program teams.

Maintain organized electronic and paper filing systems.

Prepare, distribute, and maintain departmental documents, forms, and correspondence.

Respond to routine inquiries from staff, families, Care Managers, and external stakeholders.

Maintain confidentiality of participant and agency information in accordance with HIPAA and agency policies.

Assist with special projects and administrative assignments as requested.

Community Participant Records & Documentation Maintain participant files and ensure required documentation is current and properly organized.

Upload and maintain participant records in Precision Care and other agency systems.

Track and monitor Life Plans, LCEDs, consent forms, authorizations, and other required documentation.

Maintain document tracking logs and notify supervisors of upcoming due dates or missing documentation.

Assist with record reviews and file organization to support compliance and audit readiness.

Day & Community Purchasing & Administrative Support Coordinate ordering of program supplies, materials, and equipment.

Manage OMNY card requests, distribution, and inventory tracking.

Prepare monthly credit card reconciliation reports and supporting documentation.

Support accounts receivable tracking and routing of information to appropriate departments.

Community Attendance & Census Tracking Maintain attendance records and tracking systems for assigned programs.

Review attendance data for completeness and accuracy.

Assist with census and roster reports.

Community Life Plan & Program Related Meetings Coordinate meeting logistics, invitations, reminders, and meeting materials.

Schedule program-related meetings.

Maintain meeting calendars and scheduling trackers.

Track meeting attendance and required follow-up items.

Assist with distribution and collection of meeting-related documentation.

Community Program Administrative Support Support administrative functions related to weekend and community-based respite services.

Maintain respite attendance records and participation logs.

Assist with preparation of participant rosters and activity schedules.

Support communication with families regarding respite services and schedules.

Data Entry & Reporting Enter and maintain participant and program information in agency databases.

Update departmental tracking spreadsheets and reports.

Monitor data accuracy and identify missing information.

Assist with preparation of reports requested by leadership.

Maintain administrative dashboards and tracking tools as assigned

Customer Service & Communication Serve as a professional and courteous point of contact for families, Care Managers, staff, and community partners.

Maintain positive working relationships with internal and external stakeholders.

Support participant and family engagement efforts through timely communication and follow-up.

Represent Heart Share in a professional manner…