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Program Assistant (Part Time/Mon, Wed, Thurs, Fri 9a-1p)

Buffalo, NY (http://maps.google.com/maps?q=2671+Main+Street+Buffalo+NY+USA+14214)

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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.

Salary Description

$18.00/Hour