Description General Role 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. Requirements Qualifications • 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.