Administrative Assistant

Vocational Instruction Project•New York, NY

13d•Onsite

About The Position

This position is responsible for a variety of administrative tasks to support the Site Supervisor and the overall functioning of the office. Key duties include managing files and correspondence, preparing reports, scheduling appointments, ordering and maintaining office supplies, data entry, recording meeting minutes, and managing client-related documentation and financial records. The role also involves making medical appointments for residents and ensuring proper medical documentation is maintained.

Requirements

An associate's degree in business studies or related area, or a certificate from an accredited business school and a minimum of one (1) year experience in a related field.
High School graduate/GED equivalency and 3-5 years' experience in a related field.
Good writing and organizational skills.
Accurate type speed of 55 wpm.
Computer literate.
Must possess sight, hearing and digital senses or use prosthesis that will enable the essential functions of the job to be completed.

Nice To Haves

Employment experience in a chemical dependency treatment program preferred.

Responsibilities

Maintaining the files of the Site Supervisor and distributing/routing correspondence.
Typing memos, reports, letters, and preparing weekly/monthly census reports.
Scheduling appointments, interviews, meetings, and case conferences.
Ordering, distributing, and maintaining inventory of office supplies.
Maintaining in-house census and performing data entry in the URS System.
Recording minutes of weekly staff meetings and preparing/distributing agendas.
Maintaining records of acceptance letters and HR correspondence, advising the billing unit of inactive cases, and filing documentation.
Maintaining client financial (WAM) records.
Entering client admission and discharge information into URS, reviewing weekly for updates, and maintaining admission/discharge information boards.
Reviewing client forms (carfare, PA request, etc.) and forwarding them to appropriate designees.
Making medical appointments for residents and supervising prescription fulfillment.
Reviewing client folders for lab work and other medical documentation.
Maintaining a urinalysis log and distributing urinalysis reports.