Impactful Administrative Assistant, Day & Community Services

Heartshare; New York (NY); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health, dental, vision and life ins.

401(k) retirement plan

Employee Assistance Program (EAP)

Flexible spending account

Tuition Assistance Program

Gympass Discount

Verizon Wireless Discount

Job summary

Heartshare is seeking an Administrative Assistant for Day & Community Services to provide essential administrative and operational support. You will maintain participant records, support admissions, coordinate meetings, and track attendance and census data to ensure accurate, compliant documentation.

You will work with program staff, families, Care Managers, and agency departments to keep documentation organized and processes timely and professional.

Qualifications

• High School Diploma or GED required.
• Associate Degree or coursework in Human Services, Business Administration, Public Administration, Healthcare Administration, or related field preferred.
• Minimum one year of administrative support, office administration, customer service, or clerical experience.

Responsibilities

• Provide administrative support to Day & Community Services leadership and program teams.
• Maintain organized electronic and paper filing systems.
• Prepare, distribute, and maintain departmental documents, forms, and correspondence.
• Respond to routine inquiries from staff, families, Care Managers, and external stakeholders.
• Maintain confidentiality of participant and agency information in accordance with HIPAA and agency policies.
• Assist with special projects and administrative assignments as requested.
• Maintain participant files and ensure required documentation is current and properly organized.
• Upload and maintain participant records in PrecisionCare and other agency systems.
• Track and monitor Life Plans, LCEDs, consent forms, authorizations, and other required documentation.
• Maintain document tracking logs and notify supervisors of upcoming due dates or missing documentation.
• Assist with record reviews and file organization to support compliance and audit readiness.
• Coordinate ordering of program supplies, materials, and equipment.
• Manage OMNY card requests, distribution, and inventory tracking.
• Prepare monthly credit card reconciliation reports and supporting documentation.
• Support accounts receivable tracking and routing of information to appropriate departments.
• Maintain attendance records and tracking systems for assigned programs.
• Review attendance data for completeness and accuracy.
• Assist with census and roster reports.
• Coordinate meeting logistics, invitations, reminders, and meeting materials.
• Schedule program-related meetings.
• Maintain meeting calendars and scheduling trackers.
• Track meeting attendance and required follow-up items.
• Assist with distribution and collection of meeting-related documentation.
• Support administrative functions related to weekend and community-based respite services.
• Maintain respite attendance records and participation logs.
• Assist with preparation of participant rosters and activity schedules.
• Support communication with families regarding respite services and schedules.
• Enter and maintain participant and program information in agency databases.
• Update departmental tracking spreadsheets and reports.
• Monitor data accuracy and identify missing information.
• Assist with preparation of reports requested by leadership.
• Maintain administrative dashboards and tracking tools as assigned
• Serve as a professional and courteous point of contact for families, Care Managers, staff, and community partners.
• Maintain positive working relationships with internal and external stakeholders.
• Support participant and family engagement efforts through timely communication and follow-up.
• Represent HeartShare in a professional manner consistent with agency values and mission.

Skills

Organizational skills

Time management

Communication skills

Teamwork

Detail-oriented

Education

High School Diploma or GED

Associate Degree or coursework in Human Services, Business Administration, Public Administration, Healthcare Administration, or related field

Tools

PrecisionCare

CHOICES

Paycom

Microsoft Office

Job description

Heartshare is seeking an Administrative Assistant for Day & Community Services to provide essential administrative and operational support. You will maintain participant records, support admissions, coordinate meetings, and track attendance and census data to ensure accurate, compliant documentation.

You will work with program staff, families, Care Managers, and agency departments to keep documentation organized and processes timely and professional.