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.