Administrative Assistant

Postgraduate Center for Mental Health; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Postgraduate Center for Mental Health in New York City seeks an administrative assistant to support the Program Director and residence staff. You will handle phone screening, visitor/vendor logs, and data entry to ensure smooth operations.

Strong communication, detail orientation, and organization are essential. Roles include preparing correspondence, managing records, and coordinating with vendors, with on-site work and training provided.

Qualifications

• High School Diploma or equivalent is required.
• Secretarial and/or office administrative training 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 sign in at the Visitor Log; vendors sign in/out.
• Assist in obtaining bids with vendors and maintaining office supplies.
• Maintain general/financial records and handle data entry tasks (per diem, petty cash, invoices).
• Update residential data, draft correspondence to tenants, and manage logs.
• Upload LIHTC documentation and enter OMH CAIRS data monthly where applicable.
• Provide linkage with community resources for clients and staff.
• Report emergencies to clinical staff and document events in logs.

Skills

Strong customer services

Interpersonal skills

Oral and written communication

Typing speed

Detail oriented

Well organized

Basic math

Time management

Team collaboration

Education

High School Diploma or equivalent

Secretarial training

Office experience

Tools

Microsoft Office

Foothold AWARDS

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.
• Assist 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.

Qualifications

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.