Administrative Assistant

Vocational Instruction Project; New York (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Vocational Instruction Project in New York, NY seeks an organized administrative assistant to support the Site Supervisor. You will type memos and census reports, schedule meetings, and manage office supplies, ensuring accurate data entry in the URS system and maintaining vital client records.

Responsibilities include minutes, agendas, and HR/admin correspondence, plus assisting with admissions and discharge tracking.

Qualifications

• Associate's degree or equivalent plus 1 year related experience, or High School diploma with 3–5 years in related field.
• Excellent writing and organizational skills; accurate typing; computer literacy.

Responsibilities

• Maintain the files of the Site Supervisor and route correspondence.
• Type memos, reports, letters and census reports for Site Supervisor.
• Schedule appointments, interviews, meetings, and case conferences as assigned.
• Order, distribute and maintain inventory of office supplies.
• Enter in URS System and maintain in-house census data.
• Record minutes of weekly staff meetings and distribute agendas.
• Maintain client financial records and HR/admin correspondence.
• Data entry for admissions/discharges in URS and track on boards.

Skills

Typing 55 wpm

Strong writing

Organizational skills

Education

Associate's degree in business studies or related area

Certificate from accredited business school

High School diploma or GED

Tools

URS System

Job description

POSITION DESCRIPTION:

• Maintaining the files of the Site Supervisor. Distribute and route correspondence accordingly.
• Typing memos, reports, letters, etc. for Site Supervisor. This includes preparing weekly and monthly census reports as assigned and forwarded accordingly.
• Schedule appointments, interviews, meetings, case conferences, etc. as assigned by supervisor.
• Will order, distribute and maintain inventory of office supplies.
• Responsible for maintaining in-house census and data entry in the URS System.
• Record minutes of weekly staff meetings and prepare and distribute the agenda.
• Maintain records of acceptance letters and other Human Resources Administration/entitlement correspondence and advise billing unit of inactive cases. Place documentation in client charts or where otherwise designated.
• Responsible for maintaining client financial (WAM) records.
• Data Entry to URS all admission and discharge client information. Will also review weekly to input additional information as required. This includes maintaining accurate information on boards regarding admissions and discharges.
• Review all client forms (carfare, PA request, etc.) and forward information accordingly to appropriate designees.
• Make medical appointments for (80) residents and supervise the filling of prescriptions.
• Review client folders for lab work and other medical documentation to ensure proper order.
• Will maintain a urinalysis log and distribute urinalysis reports to Clinical Counselors.

Requirements

POSITION QUALIFICATIONS:

• An associate's degree in business studies or related area, or a certificate from an accredited business school and a minimum of one (1) year experience in related field, or High School graduate/GED equivalency and 3-5 years' experience in related field.
• Good writing and organizational skills with an accurate type speed of 55 wpm. Computer literate and employment experience in a chemical dependency treatment program preferred.

JOB SETTING:

• Must possess sight, hearing and digital senses or use prosthesis that will enable the essential functions of the job to be completed.