Senior Resource Assistant; 4509-401-N

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