Administrative Assistant

POSTGRADUATE CENTER FOR MENTAL HEAL•New York, NY

1d•$24 - $24•Onsite

About The Position

The Administrative Assistant provides administrative support to the Program Director, other staff members, and residents to support the operations of the residence. The role handles communications, visitor and vendor logs, supply inventory and ordering, records and data entry, resident correspondence, documentation, and coordination with community resources. It also supports special projects, participates in staff meetings, and follows applicable confidentiality, personnel, and residential policies and procedures.

Requirements

High school diploma or equivalent.
Minimum of two years of office experience, preferably in a secretarial or administrative assistant capacity.
Knowledge of Microsoft Office, Foothold AWARDS, and CPR/First Aid.
Strong customer service 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 and well organized.
Basic math skills.
Ability to effectively manage time.
Ability to work effectively with others.

Nice To Haves

Secretarial and/or office administrative training.

Responsibilities

Answer and screen telephone calls, direct callers, and take messages.
Answer residents’ general inquiries and provide direction and assistance as needed.
Verify that resident visitors provide identification and sign in to the Visitor Log.
Verify that vendors provide identification and sign in and out of the Vendor Log.
Assist in obtaining bids from vendors.
Maintain an inventory of general office and maintenance supplies and order supplies.
Maintain accurate general and financial records for the residence, including per diem usage information, petty cash, purchase orders and requisitions, and invoice processing in Microix.
Perform general data entry, including per diem and staff scheduling and residential roster move-ins and move-outs.
Update residential data, including PNA schedules, monthly statements, and arrears reports.
Draft and distribute tenant correspondence, including arrears, LIHTC, and lease violation letters.
Assist with maintaining administrative binders and logs for the residence.
Scan and upload LIHTC documentation, where applicable.
Enter Rehabilitative and Tenancy Support Services data in the OMH CAIRS database monthly, where applicable.
Provide linkage with community resources for clients and staff.
Perform duties and assist with special projects as assigned by the Program Director.
Immediately report crises, untoward incidents, and emergencies to the clinical staff on call and document events promptly in the program log and on appropriate forms.
Participate in residential staff meetings.
Handle confidential information in accordance with Federal and New York State laws and regulations.
Adhere to personnel and residential policies and procedures in the PCMH Personnel Policies and Procedures Manual and the Residential Policies and Procedures Manual.
Perform other duties consistent with program goals and objectives as assigned by the Program Director or Regional Director for Residential Services.