Part Time Administrative Assistant - SRO #1774

Lakeview Health Services Inc.•City of Ithaca, NY

5d•$17 - $21•Onsite

About The Position

Assumes primary responsibility for monitoring the reception area at the Supportive Housing location and all related duties which include but are not limited to: answering phones and directing calls, clerical work, general reception of all visitors, employees and consumers. This position also assists the CSS, CM and Supportive Housing programs with various tasks as needed.

Requirements

Minimum of a High School Diploma or GED with at least one year of administrative support experience, or an associate’s degree in Secretarial Science.
Working knowledge of computer programs (Microsoft Word, Excel, PowerPoint, Outlook, etc.) and general clerical knowledge is required.
Notary Public License may be required
A willingness to learn and ultimately possess the knowledge, values, attitude and skills required to contribute to a trauma-informed community.
Will strive to create a healing environment that respects the perspectives and experiences of the individuals, families, staff and communities we serve by practicing safe communication and respecting boundaries.
General principles and practices of office management and secretarial science; operating a multi-line phone console; using a computer for word processing; database management and report generating; sending and receiving fax and e-mail messages; using a copy machine and other modern office equipment.
Planning, organizing, and completing assigned work within set timeframes; ability to consistently meet deadlines; to perform routine clerical work, operate and maintain general office equipment; making accurate arithmetic calculations and program statistics; to recognize and maintain appropriate confidentiality of clients and work materials; working independently in the absence of supervision; to understand, communicate, and record information accurately; to maintain a professional and welcoming attitude; to manage several tasks simultaneously and with frequent interruptions; to communicate clearly and effectively with a diverse population.

Responsibilities

Courteously greet, welcome and provide direction to guests, residents, service providers, vendors and family members
Maintain a neat and welcoming environment within the reception area
Answer, screen and direct phone calls on the multi-line phone system
Assist with the phone system programming which includes extension and mailbox set up and other tasks
Read and respond to email regularly throughout the day
Participate in staff meetings and required trainings
Respect and maintain resident and employee confidentiality while demonstrating a caring and positive attitude toward all residents, staff and guests
Follow all safety rules and regulations for self, clients and staff
Prepare reports, memos, letters, spreadsheets, mailings, purchase orders, and other documents in support of all staff
Proofread and edit a variety of documents
Inventory office and cleaning supplies and place orders as needed for CSS and Supportive Housing
Provide backup for fellow LHS Administrative Assistants on an as-needed basis
Provide support with program record retention procedures as needed
Input of CAIRS and HMIS data based on program requirements in support of all housing programs
Manage and maintain the wait list based on changes for all supportive housing counties as well as transitional housing and Blue Cut
Assist the Managing Director with the organization and management of the Supportive Housing public folders
Assist all team members with uploading and filing as needed
Create and maintain opening packets for the program
Assist staff with maintaining needed client forms for visits
Assist Leadership team with notifying clients of canceled appointments due to staff absence
Provide assistance to run reports in the Electronic Health Record as needed
Assist with Supportive Housing staff meeting minutes as needed
Calculate vehicle mileage forms for the Supportive Housing program
Maintain an adequate supply of all paper forms
Assist staff with organizational tasks as needed
Create new charts for incoming clients and close charts for exiting clients for the Supportive Housing Program.
Perform any other duties necessary for the effective operation of the building