Administrative Assistant

Type of Position: Full time

Search Location(s): Staten Island, NY

Job Brief: Administrative Assistant maintains borough records, including payroll, regulatory documentation, schedules, reports and other pertinent information as assigned. Maintains records and files, compiles and prepares information for the various sites, etc.

Shift Worked: 8:30AM - 4:30PM

Weekly Hours: 37.5

FLSA Status: Non Exempt

Pay range: $25.00 - $25.00

POSITION SUMMARY: The primary responsibility of the Residential Borough Administrative Assistant is that she/he serves as the Administrative Assistant, and maintains borough records, including payroll, regulatory documentation, schedules, reports and other pertinent information as assigned. Maintains records and files, compiles and prepares information for the various sites, and types and executes administrative duties.

POSITON DUTIES:

• Prepares and maintains department records and employee files for the borough residential program.
• Prepares and maintains database for all individuals residing in the borough including family and advocate contact information. Updates information as needed and distributes to all necessary parties.
• Produces Agenda and takes minutes at special team meetings/management meetings and transcribes and distributes the same.
• Types correspondence as needed for borough personnel. Formats plans of corrective actions and maintains database of survey dates and audit citations for residential program. Composes own correspondence as needed.
• Maintains program unit listing for all supervisory and clinical personnel within the borough. Obtains cell phones, laptops, and access to systems for new employees and updates and distributes listings to all support departments as needed.
• Completes Purchase Requisitions for all necessary supplies for all residences in the borough. Maintains budget files for each residence and prepares files for review by administration.
• Completes payroll for all borough supervisory staff. Prepares various payroll reports for review as requested by the Director and/or Vice President.
• Serves as liaison for Sr. Director, Director and/or Vice President with all support departments, including Finance; Payroll; Human Resources; Engineering; Training, Communications, MIS; etc. Responds to all requests for information as needed.
• Obtains needed documentation for residences (minutes; ledgers; certifications; incidents; bills; etc.) and disseminates to borough personnel. Obtains disciplinary guidance in preparation for grievance hearings. Maintains borough office copies of all and sends to Human Resources for filing.
• Assists with scheduling direct care staff and supervisory personnel as needed for special trainings or meetings.
• Answers telephone and maintains calendar for Senior Director and/or Director.
• Maintains and keeps track of Borough staff training certifications and re-certification, CPR, AMAP, G-Tube and/or Insulin, etc.
• Runs monthly Precision Care Reports: Weights, Bowel Movements and Community Experience.
• Tracks and maintains DSP New Hire Orientations electronically.
• Maintains and submits monthly weekend on-call schedules and memo. Reports changes as needed.
• Assists/Supports Special Projects Coordinator with daily, weekly and monthly requests. Prepares reports and maintains database to analyze efficiencies.
• Performs all other duties as assigned.

REQUIREMENTS:

• Proficient in Microsoft Office.
• Excellent written, communication and organizational skills.
• Two-year secretarial experience.
• High School Diploma.
• Driver's License and vehicle preferred.
• Performs all job responsibilities in full compliance with all applicable laws, rules, regulations, policies and procedures. Adheres to the agency's corporate compliance program, including the code of business conduct, the NYS and federal false claims acts, whistleblower protections and mandatory reporting. Completes corporate compliance training at least annually. Fully cooperates in all corporate compliance investigations and reviews.