Administrative Assistant

POSTGRADUATE CENTER FOR MENTAL HEAL•New York, NY

63d•$24 - $24•Onsite

About The Position

The Administrative Assistant provides administrative support to the Program Director, other staff members, and residents to support the operation of the residence. The role handles front-desk communications and visitor and vendor logs; maintains office and maintenance supplies; keeps general and financial records; performs data entry and updates residential data; drafts and distributes tenant correspondence; and assists with administrative documentation and community-resource linkage. Where applicable, the position scans and uploads LIHTC documentation and enters Rehabilitative and Tenancy Support Services data in the OMH CAIRS database monthly. The Administrative Assistant reports crises, untoward incidents, and emergencies immediately to the clinical staff on call and documents them in the program log and appropriate forms. The position participates in residential staff meetings, maintains confidentiality in accordance with applicable federal and New York State laws and regulations, and follows PCMH personnel and residential policies and procedures. Other duties and special projects may be assigned by the Program Director or Regional Director for Residential Services.

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.
Ensure resident visitors provide identification and sign in to the Visitor Log.
Ensure vendors provide identification and sign in and out of the Vendor Log.
Assist in obtaining bids from vendors.
Maintain an inventory of and order general office and maintenance supplies.
Maintain accurate general and financial records, 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 upkeep of administrative binders and residence logs.
Scan and upload LIHTC documentation, where applicable.
Enter Rehabilitative and Tenancy Support Services data into 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 them in the program log and on appropriate forms in a timely manner.
Participate in residential staff meetings.
Handle confidential information in accordance with federal and New York State law 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.