Administrative Assistant

ESSENTIAL FUNCTIONS

• Answers and screens telephone calls, directs callers, and takes messages.
• Answers general inquiries from residents and provides direction and assistance as needed.
• Sure all resident visitors provide identification and sign in the Visitor Log.
• Sure all vendors provide identification and sign in and out of the Vendor Log.
• Aids in obtaining bids with vendors.
• Maintains an inventory of and orders 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).
• Aids 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.
• Reports crises, untoward incidents, and emergencies immediately to the clinical staff on call and documents such events in the program log, and on appropriate forms in a timely manner.
• Participates in residential staff meetings.
• Handles confidential information in accordance with Federal and New York State law and regulations. Adheres 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
• Awards: CPR/First Aid
• Skills and Abilities: Strong customer service skills, excellent interpersonal skills and ability to relate to staff and residents, strong oral and written communication skills, 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.