OMH Admin Assistant I - Clinic Services

Family Residences and Essential Enterprises, Inc.•Oakdale, NY

44d•Onsite

About The Position

Under the supervision of Department Management, the Administrative Assistant is responsible for the front office functions of the department and performs complex tasks of an administrative nature. The administrative assistant will be an extremely organized and motivated individual who is able to communicate effectively with team members, families, and individuals receiving services to ensure operations run smoothly.

Requirements

High School Diploma or equivalent
Experience working in a social service setting performing complex tasks of administrative nature
Proficient computer skills
Demonstrated ability to work in a team environment with flexibility, keeping others informed and anticipating needs is essential
Must be efficient, well organized, and have excellent communication skills

Nice To Haves

Valid NYS Driver’s License and satisfy criteria to be a driver for FREE

Responsibilities

Answers incoming telephone calls, screens calls as requested, forwards appropriately to staff or other departments as needed, takes clearly written messages and delivers appropriately and timely, responds to requests for information from agency and non-agency callers in accord with agency policy and procedures.
Ensures completion of administrative work assigned by the Management and/or team members, sets priorities and assigns incoming work to other support staff as needed.
Completes timely and accurate preparation for all division/department-specific meetings including preparing agendas, making room reservations, notifying members, keeping the attendance record, placing food orders and arranging set-up of refreshments as needed.
Processes incoming department mail, faxes and scanned documents, prepares outgoing mail per department procedures.
Composes and/or types correspondence, memos, reports and meeting minutes as needed, submits to designated person in a timely manner.
Mediates emergency situations to the program according to established policies and procedures, and ensures communications of such situations in a timely fashion
Ensures that all required documentation (paper and electronic) is completed /processed appropriately, in a timely manner, and meets quality and compliance thresholds.
Prepares purchase orders for supplies.
Performs other duties as assigned.
Always communicates in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community.
Complies fully with FREE’s confidentiality policies by holding in strictest confidence all information pertaining to members, residents, the people we support and their families, clients, providers, contractors, and employees.
Meets all safety training requirements; adheres to all safety policies and reports any and all unsafe conditions; takes measures to prevent accidents and/or eliminate conditions that pose a safety or health risk.
Coordinates, supports, attends and participates in all required events/ meetings/ reviews/ committees, including ones outside of standard working hours.
Meets all job requirements and stays in compliance.
Adheres to FREE’s standard of ethical behavior as outlined in the Employee Handbook and Code of Conduct as well as applicable laws and regulations.