Administrative Assistant
Postgraduate Center for Mental Health
Date: 22 hours ago
City: Bronx, NY
Contract type: Full time
Description
JOB SCOPE:
Will provide administrative support to the Program Director, other staff members, and Residents, as needed to support the operations of the residence.
ESSENTIAL FUNCTIONS:
KNOWLEDGE:
JOB SCOPE:
Will provide administrative support to the Program Director, other staff members, and Residents, as needed to support the operations of the residence.
ESSENTIAL FUNCTIONS:
- Answers and screens telephone calls, directs callers, and takes messages.
- Answers general inquiries from residents and provides direction and assistance as needed.
- Ensure all resident visitors provide identification and sign in the Visitor Log.
- Ensures all vendors provide identification and sign in and out of the Vendor Log.
- Assists in obtaining bids with vendors.
- Responsible for maintaining an inventory of and ordering general office and maintenance supplies.
- Maintains accurate general and financial records for the residence (e.g., per diem usage information, petty cash, purchase order/requisitions, processing invoices in Microix)
- Performs general data entry duties (e.g. per diem/staff scheduling, residential roster move-in/outs)
- Updates residential data (e.g. PNA schedule, monthly statements, arrears reports)
- Drafts correspondence to tenants and distributes (e.g. arrears letters, LIHTC letters, lease violation letters.)
- Assist in the upkeep of administrative binders/logs for residence
- Scans and uploads LIHTC documentation, where applicable.
- Enters Rehabilitative and Tenancy Support Services data in OMH CAIRS database on a monthly basis, where applicable.
- Provides linkage with community resources for clients and staff.
- Performs duties and assists with special projects as assigned by the Program Director
- Report crises, untoward incidents, and emergencies immediately to the clinical staff on call and document such events in the program log, and on appropriate forms in a timely manner.
- Participate in residential staff meetings.
- Handles confidential information in accordance with Federal and New York State law and regulations.
- Adhere to personnel and residential policies and procedures as outlined in the PCMH Personnel Policies and Procedures Manual and the Residential Policies and Procedures Manual.
- Performs other duties, consistent with the goals and objectives of the program, as assigned by the Program Director or Regional Director for Residential Services.
KNOWLEDGE:
- Microsoft Office
- Foothold AWARDS
- CPR/First Aid
- Strong customer services skills
- Excellent interpersonal skills and ability to relate to staff and residents.
- Strong oral and written communication skills
- Minimum typing speed of 35 words per minute
- Detail oriented
- Well organized
- Basic math skills
- Ability to effectively manage time
- Ability to work effectively with others
- High School Diploma or equivalent is required.
- Secretarial and/or office administrative training is preferred.
- Minimum two years office experience, preferably in a secretarial or administrative assistant capacity.
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