Senior Resource Assistant; 4509-401-N
Employment Type : Full-Time
Senior Resource Assistant; 4509-401-N91-14 Merrick Blvd, Jamaica, NY 11432, USA Req #2345 Wednesday, January 6, 2021
STATEMENT OF THE JOB
The Senior Resource Assistant will provide general management of office operations, and related bookkeeping, oversee all of the program’s billing systems; oversee administrative and secretarial staff; provide overall management of the physical plant; assess and coordinate maintenance of premises and equipment; provide information to the Project Coordinator for budget expense decisions, and ensure contractual paperwork for the line of service and funding sources is maintained.
DUTIES AND RESPONSIBILITIESESSENTIAL FUNCTIONS:- Responsible for general management of office and related areas
- Liaison with building management and vendors
- Maintain and coordinate general office services.
- Responsible for tracking contracts which may include copying, obtaining signatures and routing to fiscal
- Responsible for completing applications for the line of service/programs as needed. This may include program or service line specific grants, contracts, and require obtaining information from clinical directors/management and responding to inquiries from State/City/Health Home regarding these forms.
- Ensure all program equipment including photocopier, fax machine, computers, & printers are in working order.
- Maintain an accurate and orderly record keeping system of financial records and office records.
- Set up, organize, and maintain confidential files and agency documents.
- Monitor, order, & purchase supplies
- Prepare check requests; maintain spreadsheets of program expenses to remain within program budgets.
- Act as liaison with the Accounting/Fiscal Departments, Human Resources, IT, and other CCNS support Departments as needed
- Responsible for overseeing the weekly Petty Cash Summary forms are submitted and monthly reconciliation of petty cash funds in order to keep an accurate and steady cash flow system.
- Maintain and oversee accounts payable, accounts receivable, and petty cash funds
- Responsible for preparation or monitoring of check requests, cash receipts deposit.
- Oversee the completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations
- Provide weekly supervision to Resource Assistant and Secretarial/Administrative staff
- Reports any incidents/accidents on the promises in a timely manner.
- Oversee maintenance of various record keeping requirements on an as needed basis.
- Manage and oversee the O.T.P.S. budget for office operating expenses; provides timely information to management for budget and expense handling.
- Provide information to supervisors to coordinate record keeping systems requirements for all staff.
- Coordinate requirements and services around physical plant and equipment.
- Provides office phone coverage as needed
- Provide support and back up to bookkeeping responsibilities related to DOHMH Wrap Around Funds
- Responsible for monthly reports regarding the budget & expenses.
- Render prompt and careful attention to all bills received for payment which are sent to Accounting Department via check request.
- Set up & dismantle conference room.
- Ensures program files are set up according to agency and funding source requirements.
- Provide information to program participants upon request.
- Attend program/agency meetings and trainings as required.
OTHER FUNCTIONS:- Participate in staff and other program meetings.
- Assists with audits and familiarizing auditors with procedures and record keeping practices.
- Assist with program activities/special projects that promote the overall health and well-being of clients
- Perform other related duties as requested or assigned by Clinical Directors or other Management
- Cover duties at the front desk when necessary and/or requested by Director.
- Provides coverage to other IHW sites as needed
- Assist in answering phone messages, receiving referral questions and responding to all other calls in a courteous manner.
- Type meeting agendas, reports & correspondence as requested.
SPECIFICATIONS FOR EDUCATION/CERTIFICATIONS/LICENSES- High School Diploma or GED
SPECIFICATIONS FOR EXPERIENCE AND TRAINING- Two years Business experience including office management, word processing, data entry and basic accounting required.
- Ability to prioritize and multitask, offer feedback, and constructive criticism required.
- Computer & organizational skills, ability to work in a team, and an understanding of all clerical functions.
- Excellent administrative and time management skills.
- Detailed oriented and possess prior experience managing projects.
- Excellent written and verbal communications skills.
- Ability to explain processes and procedures to staff.
- Proficient in computer software applications, Excel and Microsoft Office.
- Bilingual Spanish-speaking a plus.
SPECIFICATIONS FOR PHYSICAL REQUIREMENTS- Ability to travel through the five boroughs as needed.
- Ability to work extended hours as needed (early morning appointments, evenings and Saturdays).
- Ability to climb stairs.
- Must be able to occasionally lift and/or move up to 25 pounds.
- Regularly required to use their hands & fingers.
- Frequenting walking, sitting, talking, or hearing.
- Occasional standing, climbing, balancing, stooping, kneeling, crouching, or crawling.
- Ability to read printed materials and computer screen
Other details
- Pay Type
Hourly
- Travel Required
Yes
- Required Education
High School