Administrative Assistant

Postgraduate Center for Mental Health; New York (NY); On-site; USD 45,000 - 55,000; Full time

Job summary

The Postgraduate Center for Mental Health is seeking an organized Administrative Assistant to support the Program Director, staff, and Residents in operations of the residence. The role requires strong clerical skills and attention to confidential information.

Responsibilities include handling calls, coordinating with vendors, maintaining records, data entry in OMH CAIRS where applicable, and drafting correspondence to tenants, with opportunities to contribute to special projects and meet the

Qualifications

• 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.

Responsibilities

• 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.

Skills

Customer service

Interpersonal skills

Written communication

Typing 35 wpm

Detail oriented

Time management

Teamwork

Basic math

Organized

Education

High School Diploma or equivalent

Secretarial/administrative training

Two years office experience

Tools

Microsoft Office

Foothold AWARDS

CPR/First Aid

Job 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.

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

SKILLS AND ABILITIES

• 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

EDUCATION AND EXPERIENCE

• 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.