Program Assistant (Monday-Friday Days)

Description

This position is responsible for overseeing the day-to-day operations and administrative activities of the program.

Essential Duties and Responsibilities

•  Answer and screen telephone calls; provide coverage at the front desk and manage visitor sign-ins.
•  Distribute and stamp incoming mail to appropriate staff or residents
•  Monitor, reorder, and manage office and toner supplies; Operate and troubleshoot office equipment as able, request further support from maintenance as needed.
•  Assists with admission process, including the completion and signing of admission paperwork.
•  Create and maintain group rosters and schedules, ensuring accuracy and timeliness.
•  Support with DSS paperwork and follow-up tasks to ensure program compliance.
•  Participate in rounds to monitor resident safety and assist staff with resident safety checks and bedroom turnover/assignments as needed
•  Assist with the coordination of external appointments and schedules for residents, specifically in relation to coordination of transportation.
•  Coordinate access management, including Fob access and key distribution for residents and staff.
•  Support with coordination of Quest Lab appointments and discharge appointments.
•  Maintain the HR information board and serve as the Communication Liaison for the program ensuring up-to-date memos and notices are posted and reviewing important information during meetings.
•  Assist with activities of daily living (ADLs) for residents when necessary.
•  Submit maintenance orders and support the implementation of the agency’s policies and procedures.
•  Effectively coordinate program-related bookkeeping duties, including rent collection, distribution of Petty Cash, and handling Program Needs Allowances (PNA), in line with agency policies and procedures.
•  Oversee all office functions and ensure compliance with agency policies and procedures.
•  Input data into the agency’s database to ensure compliance and accurate record-keeping.
•  Prepare program correspondence as requested by the Program Manager, ensuring clarity and professionalism.
•  Organize and maintain program files for easy access and efficient management.
•  Meet all job-related time requirements and deadlines as directed by the Program Manager.
•  Actively participate in program and agency activities as required, maintaining a collaborative and supportive role. Monthly attendance at Events Committee meetings.
•  Possess a general knowledge of contagious diseases (i.e., HIV, Hepatitis B, TB etc.) and takes precautionary measures to limit transmission.
•  Serve on agency committees as requested, offering support and insight into relevant matters.
•  Adheres to Trauma-Informed Care principles and integrate these into interactions with residents, staff, and external partners.
•  Maintains compliance with all required rules and regulations, including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.
•  Carry out additional duties as assigned to support the ongoing needs of the program and organization.
•  Regular attendance at work location in accordance with schedule agreed upon with the Program Manager.
•  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Requirements

•  Minimum of a high school diploma or equivalent (GED)
•  Enhanced Qualifications (but not required): Completion of a certificate program with a secretarial or office management course.
•  A minimum of six months’ paid secretarial experience preferred. This experience can include up to three months of volunteer or student field placement experience.
•  Must possess a valid New York State driver’s license and reliable automobile.