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Program Secretary 11-12-10/04-02-11

Location:New York, NY
Exempt/Non-Exempt:Non-Exempt
Employment Type:Full Time
Department:MH - BROADWAY RESIDENCE
Date Posted:1/03/14
Description:ESSENTIAL TASKS:

1.Functions as liaison to agency administrative and support departments, coordinates communications and services from support departments, especially Food and Nutrition, Facilities Maintenance, Purchasing, and Finance.

2.Provides reception service: receives phone calls and visitors with courtesy and professionalism, takes accurate phone messages, directs incoming and outgoing calls and faxes in a timely and accurate manner.

3.Responsible for overall office management: keeps staff office area organized and operating efficiently, including all filing, keeping office equipment in good working order, maintains a supply of all forms and updates bulletin boards in a timely manner.

4.Responsible for Purchase Order management: monitors the inventory of program and office supplies and prepares purchase orders as needed. Follows through with the purchasing process by placing all orders, confirming deliveries and providing documentation to and from the Finance Department.

5.Staff coverage: coordinates the daily staffing coverage needs of the program with the Program Supervisor, ensuring that minimum staff coverage is present on each shift, while minimizing overtime and the use of on-call staff.

6.Medical appointments: assists the counselors daily by being the primary contact person with medical service providers in relation to the scheduling of consumersí medical appointments. Ensures that there is effective communication regarding the scheduling of appointments, receiving prescriptions and that medical documentation is directed to the proper staff.

7.Prescriptions: assists the Program Supervisor daily in ensuring that all prescriptions are handled and documented according to proper procedures, that prescriptions are received promptly when medication supplies run low and that communication with the pharmacy is timely and effective.

8.Types and distributes meeting notes, correspondence and reports.

9.Assists supervisor in maintaining accurate and timely attendance records and other reports and records required by agency.

10.Develops, maintains and updates program manuals and information.

11.Transmits instructions from supervisor to appropriate staff orally, in writing or electronically and follows up to see that instructions are followed and deadlines met.

12.Other related duties that may be assigned.



Qualifications:MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

High school diploma or GED plus at least one year of clerical or secretarial experience, or a graduate of secretarial school. Must be able to satisfactorily use computer word processing equipment and programs (Microsoft Word) and type letters, reports, forms and other documents.
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

1.Ability to establish effective working relationships with a variety of people at all levels of the organization.

2.Knowledge of office and secretarial practices and procedures.

3.Knowledge of proper grammatical usage, punctuation and spelling.

4.Knowledge of agency policies and program policies, procedures and functions.

5.Ability to use modern office equipment (e.g. computer, fax, copy machine, scanner, etc.).

6.Ability to organize office operations.

7.Ability to produce letters, tables, documents, etc. using an alphanumeric keyboard.

8.Ability to design and maintain filing systems.

9.Ability to design forms for the collection of information.

10.Ability to determine priorities.

11.Ability to maintain program accounts.

12.Ability to interact with consumers in a respectful and professional manner.



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