Mon 9am-4:30pm, Thurs 9am-4:30pm, Frid 9am- 3:30pm
This position is under the general direction and supervision of the Program Director/ designee performs a wide variety of secretarial, clerical, and administrative in the children community residences. Coordinates the paper flow of the office and carries out the day-to-day administrative/ secretarial activities required to accomplish the work of the program. The program secretary is responsible for maintaining confidential personnel and other program documents, overseeing the physical upkeep of the building, the preparation of petty cash accounts, ordering program supplies and maintaining program equipment. This position requires ability to interact with all levels of agency and program staff, vendors, providers, consumers and their families in a helpful and respectful manner.
Maintains office procedures, completes office/chart filing systems, and implements office management policies and procedures and maintains efficient workflow. Periodically purges obsolete material for storage in accordance with Program Director’s instructions. Makes sure all documents are kept in accordance to agency policies; assist with compiling and organizing new charts.
Receives phone calls and visitors with courtesy and professionalism, responds to routine inquiries, takes accurate phone messages, and directs them to the appropriate staff. Assist with / completes staff meeting minutes, and other documentation as required.
Communicates program information to staff and others as instructed by program director/ designee. Sorts and distributes mail and faxes; directs outgoing faxes and mail in a timely and appropriate manner as instructed by Program Director/Designee.
Types memos, reports, correspondence and other office information.
Reviews correspondence for proper spelling, grammar, and clarity. Assists in maintaining accurate and timely attendance records and other reports and records required by agency. Develops, maintains and updates program manuals and information.
Insures the front staff office area is organized and operating efficiently, including all filing, maintenance of office equipment, ensuring appropriate inventory, updating bulletin board postings, etc.
Responsible for purchase order management. Monitors inventory of program and office supplies and prepares purchase orders as needed. Place orders, confirm deliveries and provide required documentation to the Finance Department with Program Director/ Designee approval.
Responsible for maintaining the program’s petty cash account, including filing and logging receipts, maintaining account ledger, and process requests for reimbursements.
Monitors and insures that the physical environment, program equipment and supplies are well maintained. Works closely with facilities department and other vendors in the maintenance of building. Follow up according to program policy to insure repairs are completed. Performs regular inspections inside/outside of the residence to insure the safety of the residents, accountability of property, cleanliness of residents’ rooms and common areas, cleanliness and security of the area immediately outside the residence, and the security of any assigned vehicles.
Models positive behaviors and implements the core values.
Uses strength-based intervention, communication, and practices to build assets/resiliency.
Immediately reports serious incidents, serious incident allegations, incidents, or sensitive situations to supervisors. Completes incident reports in accordance with ICL policy. Assists the clinical staff in accounting for residents. May assist in the filing of missing person reports on residents not accounted for in accordance with ICL policy and procedure.
Completes all assigned documentation in a timely fashion.
Reviews the staff communication log at the beginning of the work shift to keep up to date with the activities and events at the residence. Communicates critical and other essential information designated by program management to identified person(s).
Executes emergency plans as outlined in the policy and procedure manual under direction of the assigned supervisor and adheres to program policy on securing the safety and well-being of residents, staff, and visitors requiring emergency medical care.
Insures food orders are done on a monthly basis, and communicates with agency’s personnel responsible for these orders. Monitors food supplies and insures program remains in compliance with food standards and storage requirements.
Is expected to comply with attendance rules and to report to work as scheduled and/or required on a regular basis. Must have availability and ability to work beyond the normal schedule as needed.
Is expected to attend regularly scheduled team and staff meetings and supervision. Complies with all required in-service training and staff development activities and training.
Complies with agency infection control policies.
Other duties that may be assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of office and secretarial practices and procedures.
Knowledge of proper grammatical usage, punctuation and spelling.
Ability to write coherent English narrative and compose letters as instructed by Program Director and/or Designee.
Ability to use modern office equipment (computers, fax machines, photocopying machines, etc.)
Ability to organize and maintain filing systems.
Ability to determine priorities and manage time effectively.
Ability to perform program account duties as instructed by Program Director and/or Designee.
Ability to work with clients/residents, families, and staff in a caring and respectful manner, and with due understanding of and consideration for cultural differences.
Ability to serve as a role model to residents/clients.
Ability to read and write at least at the secondary school level and to follow written and oral instructions.
Ability to react appropriately in emergency situations.
Ability to complete written forms and reports in an accurate and timely manner, manually and by computer.
Ability to communicate effectively with staff, clients/residents, families, and the public.
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:
High School graduate or GED plus one year of related human services experience. Specialized training or education in human services may be substituted for experience. At least two year of clerical or secretarial experience, or a graduate of secretarial school. Must be able to satisfactorily use computer word processing equipment and programs (Microsoft Word) and type letters, reports, forms and other documents. NYS driver’s license may be required of some assignments.