Administrative Assistant- Day & Community Services
About The Position
The Administrative Assistant – Day & Community Services provides administrative and operational support to Heartshare’s Day and Community Services. The role supports program leadership and staff, families, Care Managers, and agency departments by keeping documentation organized, maintaining accurate records, and completing administrative processes in a timely and professional manner. The position is based at Bay Ridge Day Hab in Brooklyn, New York, and is listed as full-time/part-time, day shift, with no travel required. The assistant maintains participant records and documentation, supports admissions and enrollment processes, coordinates meetings, manages attendance and census tracking, and assists with purchasing, reconciliation, reporting, and program administration. The role also supports weekend and community-based respite services, including attendance records, participant rosters, activity schedules, and communication with families. The assistant is expected to protect confidential information in accordance with HIPAA and agency policies, provide courteous customer service, and represent Heartshare professionally. Heartshare describes itself as an organization that has spent over 150 years championing and empowering New Yorkers who have often been overlooked and underestimated.
Requirements
- High School Diploma or GED required.
- Minimum one year of administrative support, office administration, customer service, or clerical experience.
- Strong organizational and time-management skills and attention to detail.
- Experience managing multiple priorities and deadlines.
- Experience maintaining records, databases, or participant files.
- Excellent verbal and written communication skills and strong customer-service and interpersonal skills.
- Proficiency with Microsoft Office Suite, Outlook, Excel, and database systems.
- Ability to work independently and collaboratively as part of a team.
- Ability to prioritize tasks, meet deadlines in a fast-paced environment, and learn agency systems, policies, and procedures.
Nice To Haves
- Associate degree or coursework in Human Services, Business Administration, Public Administration, Healthcare Administration, or a related field.
- Experience in OPWDD, healthcare, education, nonprofit, or human services settings.
- Familiarity with PrecisionCare, CHOICES, Paycom, Microsoft Office, or similar systems.
Responsibilities
- Provide administrative support to Day & Community Services leadership and program teams.
- Maintain organized electronic and paper filing systems; prepare, distribute, and maintain departmental documents, forms, and correspondence.
- Respond to routine inquiries from staff, families, Care Managers, and external stakeholders while maintaining confidentiality of participant and agency information.
- Assist with special projects and administrative assignments as requested.
- Maintain participant files and upload and maintain participant records in PrecisionCare and other agency systems.
- Track Life Plans, LCEDs, consent forms, authorizations, and other required documentation; maintain tracking logs and notify supervisors of upcoming due dates or missing documentation.
- Assist with record reviews and file organization to support compliance and audit readiness.
- Coordinate ordering of program supplies, materials, and equipment; manage OMNY card requests, distribution, and inventory tracking.
- Prepare monthly credit card reconciliation reports and supporting documentation.
- Support accounts receivable tracking and route information to appropriate departments.
- Maintain attendance records and tracking systems, review data for completeness and accuracy, and assist with census and roster reports.
- Coordinate program-related meeting logistics, invitations, reminders, and materials; schedule meetings and maintain calendars and scheduling trackers.
- Track meeting attendance and follow-up items, and assist with distributing and collecting meeting-related documentation.
- Support administrative functions for weekend and community-based respite services, including maintaining attendance records and participation logs.
- Prepare participant rosters and activity schedules and support communication with families about respite services and schedules.
- Enter and maintain participant and program information in agency databases; update tracking spreadsheets and reports; monitor accuracy and identify missing information.
- Assist with reports requested by leadership and maintain assigned administrative dashboards and tracking tools.
- Serve as a professional and courteous point of contact for families, Care Managers, staff, and community partners; support participant and family engagement through timely communication and follow-up.
- Participate in required trainings, staff meetings, and professional development activities; assist with department events, initiatives, and special projects.
- Perform other job-related duties consistent with the position’s scope and organizational policies.
Benefits
- Paid vacation, sick, and personal days, and holidays.
- 403(B) retirement plan with employer contribution.
- Health, dental, vision, and life insurance.
- Employee Assistance Program (EAP).
- Flexible spending accounts for dependent care, medical, parking, and transit.
- Employee appreciation programs and events.
- Tuition assistance program.
- Professional development opportunities.
- Gympass discount.
- Verizon Wireless discount.
- BJ’s membership discount.
- Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates, and more.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
