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Program Assistant

Overview

Assists in the coordination and management of division-wide activities associated with the central administrative office of the Community Mental Health Services (“CMHS”). Provides administrative and clerical support to staff as needed.


Responsibilities

  • Inputs, updates and maintains central database of division information as needed
  • Retrieves/formats information/data and generates reports as needed
  • Performs general office duties (e.g. filing, faxing, and copying, etc), as needed
  • Manages distribution, tracking and maintenance of VNSNY issued cellular phones for CMHS staff
  • Serves as primary liaison to Telecom Department
  • Assists Division Manager in preparation of materials related to DOHMH and OMH program audits
  • Assists in coordination of corrective action plans
  • Monitors program use of VNSNY vehicles
  • Manages yearly renewal of registration and parking permits for CMHS vehicles
  • Monitors parking ticket payment and driver authorizations
  • Attends meetings as assigned, takes notes, and follows-up after meetings to ensure assignments, projects, and other tasks are progressing on a timely basis
  • Coordinates and schedules regular division meetings and site visits
  • Maintains calendar for CMHS Vice President and Clinical Director
  • Coordinates activities relating to CMHS Advisory Committee
  • Prepares meeting minutes and Advisory Committee packets for distribution
  • Provides administrative support in the preparation of presentations and papers
  • Responds to administrative inquiries or matters from CMHS staff and community based providers
  • Follows up and resolves administrative issues on a timely basis
  • Maintains working knowledge of external events relating to Community Mental Health and prepares information packets for staff
  • Works with programs around the boroughs to ensure administrative needs are met
  • Coordinates with Human Resources and other departments to resolve administrative problems or issues (i.e., time requests, payroll and related human resources activities, etc.) to assist in the management of efficient record keeping system for the department
  • Monitors, orders and maintains supplies related to central administrative offices and ensures adherence to budget
  • Performs special projects and related duties as required

Qualifications

  • Bachelor’s Degree business, social work administration or a related discipline or the equivalent work experience required

  • Proficient with personal computers, including Microsoft Word, Excel, required

  • Effective oral, written communication and interpersonal skills, required

  • Minimum of two years administrative, business or office experience, preferred

  • CA2019


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