Adult Day Services Administrative Assistant

Adult Day Services Administrative Assistant Location Brooklyn, NY (Gravesend-Sheepshead Bay area) :

Join Our Team as Adult Day Services Administrative Assistant

Are you ready to play a pivotal role in the administrative functions of our Adult Day Services department? Block Institute is currently seeking an Administrative Assistant to work collaboratively with our Administrative Coordinator, providing essential support to ensure the smooth day-to-day operations. In this position, you'll report directly to the Administrative Coordinator and contribute to the success of our programs by demonstrating proficiency in various computer applications, including Word, Outlook, Excel, and Therap.

Your Role:

• Administrative Support: Provide vital administrative support, ensuring the efficient running of daily office functions within the Adult Day Services department.
• Data Compilation and Reporting: Compile information and prepare reports, business correspondence, and other materials as assigned or requested.
• Office Coordination: Assist in general faxing, copying, telephone contact, and other tasks, or delegate to Office Workers as necessary.
• Communication Hub: Handle telephone inquiries, direct calls, provide door coverage, and screen and direct visitors.
• Document Management: Maintain filing systems for both office and program-related charts, including document archiving, retrieval, and destruction in adherence to regulatory and agency guidelines.
• Scheduling and Calendar Management: Assist in scheduling duties, space usage, and calendar upkeep.
• Attendance Records and Payroll Support: Maintain employee and Program Participant attendance records for payroll and regulatory compliance.
• Program Billing Support: May be involved in Program billing and regularly interact with the Finance Department.
• Supply Orders and Logistics: Handle Program supply orders, petty cash, cell phone distribution, and van key tracking.
• Hiring Process Assistance: Assist in the Hiring Process by maintaining forms, ensuring completion, and coordinating with Human Resources.
• Human Resources Collaboration: Work directly with Human Resources regarding employee leaves, Unemployment, Workers' Compensation, etc.
• Meeting Coordination: Coordinate and arrange meetings, prepare agendas, reserve facilities, and record and transcribe minutes as needed.
• Special Projects and Database Management: Maintain special projects, charts, schedules, database lists, or forms as required.
• Appointment Scheduling: Schedule appointments and relay general business information to callers.
• Communication Skills: Read and comprehend instructions, correspondence, and memos. Compose routine reports, memos, responses to usual correspondence, etc.
• Adaptable Office Functions: In the absence of other office staff, maintain all usual office functions, including typing, filing, copying, faxing, and telephone work.
• Compliance and Training: Demonstrate compliance with regulations and Block Institute policies. Attend required inservice training and maintain mandatory attendance.
• Software Proficiency: Learn and master the use of software systems and technology utilized by the Agency.
• Supervision: Depending on office set-up, may supervise any Office Workers.

Competencies:

• Excellent Organizational and Interpersonal Skills
• Team Member with Good Oral and Written Communication Skills
• Detail Oriented with a Focus on Quality and Accuracy of Work
• Problem Solving and Ability to Meet Deadlines
• Project Management and Adherence to Agency Policies, Procedures, and Ethics
• Maintain Confidentiality
• Knowledge and Facility with Microsoft Office Software Systems
• Knowledge and Facility with Office Machines (Copiers, Faxes, Telephone/Switchboard)

Join Us:

If you're prepared to contribute to the success of our Adult Day Services and Vocational Services through your administrative expertise, we invite you to apply and become an essential part of our dedicated team at Block Institute.

Apply now to be a key player in maintaining efficient operations and supporting the mission of compassionate care.

Qualifications

• Associates Degree in related field preferred;
• High School Diploma or GED required;
• 3+ years of administrative experience;
• Computer proficiency in Word, Outlook, Excel and Therap

Benefits

• Medical and dental insurance
• Paid time off - vacation and sick
• Life insurance
• 403(b) retirement account
• Commuter benefits plan
• Voluntary benefits such as critical care, disability, and additional life insurance are also available