ICL

  • PROGRAM ASSISTANT

    Job Locations US-NY-Staten Island
    Position Number
    TB551301
    Department
    Intensive Mobile Treatment (Brooklyn and Staten Island)
    Type
    Regular Full-Time
    FLSA Status
    Non-Exempt
    Maximum Salary
    USD $35,000.00/Yr.
  • Overview

    Under the supervision and direction of the Program Director, the Program Assistant performs routine clerical and administrative functions such as reporting, data entry, management of client and petty cash funds, typing correspondence, purchase orders, scheduling appointments, organizing and maintaining paper and electronic files and providing information to callers and visitors.  Responsible for assisting the Program Director in coordinating staff coverage, client appointments, client events, staff meeting, etc. Position requires ability to interact with all levels of agency and program staff and the consumers in the program in a helpful and respectful manner.

    Responsibilities

    Responsibilities



    • Functions as liaison to agency administrative and support departments, coordinates communications and services from support departments, especially Finance, Purchasing, and Facilities Maintenance.

    • Provides reception service: receives phone calls and visitors with courtesy and professionalism, takes accurate phone messages, directs incoming and outgoing calls and faxes in a timely and accurate manner.

    • Responsible for overall office management: keeps staff office area organized and operating efficiently, including all filing, keeping office equipment in good working order, maintains a supply of all forms and updates bulletin boards in a timely manner.

    • Responsible for Purchase Order management: monitors the inventory of program and office supplies and prepares purchase orders as needed.  Follows through with the purchasing process by placing all orders, confirming deliveries and providing documentation to and from the Finance Department.

    • Staff coverage: coordinates the daily staffing coverage needs of the program with the Program Director, ensuring that minimum staff coverage is present on each shift, while minimizing overtime and the use of on-call staff.

    • Participates in team meetings and assists by taking notes and updating meeting records.

    • Assists Program Director in maintaining accurate and timely attendance records and other reports and records required by agency.

    • Develops, maintains and updates program manuals and information.

    • Transmits instructions from supervisor to appropriate staff orally, in writing or electronically and follows up to see that instructions are followed and deadlines met.

    • Produces necessary reports for DOHMH and manages all programmatic data.

    • Provides data internally to team as needed to fulfill programmatic goals.  

    • Other related duties that may be assigned.

    Qualifications

    Qualifications


     


    High school diploma or GED plus at least two years of clerical experience, an Associate’s Degree in a related field or a Bachelor’s degree in a related field. Must be able to demonstrate competence in Microsoft Programs including Word, Excel, Outlook, and PowerPoint. Must also be able to work with a variety of web-based electronic record keeping systems.


    Essential Knowledge, Skills, and Abilities:



    • Ability to establish effective working relationships with a variety of people at all levels of the organization.

    • Ability to integrate elements of trauma-informed, recovery-oriented, integrated care, and person-centered (TRIP) philosophies in all aspects of the work.

    • Knowledge of office management practices and procedures.

    • Knowledge of proper grammatical usage, punctuation and spelling.

    • Knowledge of agency policies and program policies, procedures and functions.

    • Ability to use modern office equipment (e.g. computer, fax, copy machine, scanner, etc.).

    • Ability to type, use electronic health record systems, and Microsoft products including Outlook, Word, Excel, and PowerPoint.

    • Ability to organize office operations.

    • Ability to produce letters, tables, documents, etc. using an alphanumeric keyboard.

    • Ability to produce and manage spreadsheets.

    • Ability to design and maintain filing systems.

    • Ability to design forms for the collection of information.

    • Ability to determine priorities.

    • Ability to maintain program accounts.

    • Ability to interact with consumers in a respectful and professional manner.

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