Administrative Assistant

1 week ago

Brooklyn, NY, United States POSTGRADUATE CENTER FOR MENTAL HEAL Full time
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 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.

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