COMMUNITY PROGRAMS ADMINISTRATIVE ASSISTANT

Community Mainstreaming Associates•Westbury, NY

6d•$45,000 - $48,000•Hybrid

About The Position

The Administrative Assistant plays a crucial role in supporting the operational management of Community Programs. This position involves collaborating with Supervisors to enhance internal systems for greater efficiency and effectiveness. The role also ensures compliance with organizational standards and maintains the integrity of all program-related data.

Requirements

High school diploma or equivalent required; associate degree or higher preferred.
Previous experience in administrative support or data management is advantageous.
Strong attention to detail and ability to handle confidential information.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with data entry and reporting tools.
Excellent communication and interpersonal skills for effective collaboration with staff, families, and external providers.
Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet deadlines.

Responsibilities

Assist with enrolling new participants in software systems, ensuring all documentation is completed and processed accurately.
Update and maintain accurate participant records in the system.
Coordinate with program teams to ensure smooth transitions for new enrollees.
Create, type, photocopy, collate, edit documents and presentations, and perform other clerical functions.
Arrange meeting dates and locations, notify participants, track attendance, and prepare meeting materials.
Review and manage CHOICES profiles.
Conduct regular reviews of program records to ensure compliance with regulatory standards.
Maintain a detailed log of compliance findings and ensure corrective actions/documents are tracked, implemented, and uploaded to eVero.
Collaborate with relevant departments to address any discrepancies or issues identified during the review process.
Manage and report on tracking system data for evaluations, training, and service notes.
Actively participate in and record minutes for department meetings.
Perform all other duties as requested by the supervisor.

Benefits

Medical Benefits: Generous employer contribution; eligibility begins the first day of the month following 60 days of employment.
Dental Benefits: Employer-paid.
Vision Plan
Accident Insurance
Critical Illness Insurance
Pet Insurance
Identity Theft & Fraud Protection
Legal Services
403(B) Retirement Plan: Organization match of up to 5%.
Life Insurance: Employer sponsored
Tuition Assistance
Section 125 Flexible Spending Program
Additional Voluntary Life Insurance and Long-Term Disability Benefits
Up to 80 hours of vacation during the first calendar year of employment. Employees accrue an additional 8 vacation hours each subsequent calendar year, up to a maximum of 120 hours.
Up to 40 hours of personal time per calendar year.
10 paid holidays.
As a non-profit organization, we offer employees the opportunity to qualify for Public Service Loan Forgiveness.