Administrative Assistant

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.

Qualifications

Knowledge

• Microsoft Office
• Foothold AWARDS
• CPR/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.