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 includes front-desk and visitor/vendor procedures, recordkeeping, data entry, correspondence, supply ordering, and coordination with community resources. The position is located at the Lyvere Street residence in the Bronx and is full-time on the day shift, with no travel required. The listed pay is $23.81 per hour.

Requirements

High School diploma or equivalent.
At least 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 manage time effectively and 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 the Visitor Log.
Ensure vendors provide identification and sign in and out of the Vendor Log.
Assist in obtaining vendor bids.
Maintain an inventory of general office and maintenance supplies and place orders.
Maintain accurate general and financial residence records, including per diem usage, petty cash, purchase orders and requisitions, and invoice processing in Microix.
Perform 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 correspondence to tenants, such as arrears, LIHTC, and lease-violation letters.
Assist with maintaining the residence’s administrative binders and 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 appropriate forms in a timely manner.
Participate in residential staff meetings.
Handle confidential information in accordance with applicable federal and New York State laws and regulations.
Follow personnel and residential policies and procedures in the PCMH Personnel Policies and Procedures Manual and 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.