Administrative Assistant

Job Code: 43-6014                                                                             Salary Range: $15.02 - $26.48

Status: Full-time, Non-exempt, Permanent                                         Location:  Partridge House

Department:  HS - A/CDP – Inpatient                                             Reports to:  Inpatient Coordinator      

Telecommute: No                                                                             Fleet: Yes

Summary:   Under the direction of the Inpatient Coordinator, the Administrative Assistant is responsible for the coordination of all clerical duties, coordinating all communications, assisting in the organization of all files and charts, maintaining and ordering all supplies, completes all necessary data for OASAS, IHS and any other reporting needed, and assist Staff when necessary.

Essential Duties and Responsibilities 

• Maintains all confidentiality standards and regulations (e.g. federal, state, SRMT, and Partridge House).
• Performs all duties in an ethical manner and complies with all ethical standards 
• Greet visitors to the program, clients and staff in a professional and respectful manner
• Keep reception area and file room neat and presentable on a daily basis
• Answering the telephone, take messages or deliver messages in timely manner, give appropriate information to callers, or transfer calls to appropriate individuals.
• Faxing, coping and scanning as needed
• Work with Program Coordinator in preparing monthly schedules, lecture schedules, and cultural programming schedule
• Maintains inventory and responsible for ordering office and kitchen supplies; keeping those supplies stocked at all times
• Prepare client charts for admission, breaking down charts at discharge; filing and/or preparing for scan filing system
• Typing memos, reports, letters to referral sources including lawyers, probation officers, Judges and DSS as needed
• Maintains supplies and forms in adequate quantities
• Gather and submit incoming/outgoing mail/correspondences in a timely manner for clients and staff
• Gather preliminary information for admission process and provide that to the inpatient Coordinator for review
• Completes statistical reporting to OASAS monthly reports including data entry of monthly admission and discharge forms.
• Operate office equipment, such as fax machine, copier, printer, phone system, and arrange for repairs and monthly reports 
• Responsible for balancing and managing petty cash and doing check requests
• Responsible for completing and managing Adobe documents, Eregs and submitting monthly/quarterly payments to vendors.
• Manages and submits Receiving Reports to the Accounting department.
• Assist with other duties as necessary such as preparing meals and transporting clients 
• Processing work orders as needed, including a monthly reporting system.
• Ability to understand budgets and grants to assist Program Coordinator
• Responsible for working with Procurement and Finance to satisfy reporting needs
• Assist with other duties as necessary

Supervisory Responsibilities:  There are no supervisor requirements for this positio

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information and personnel files maintained within the program, must maintain strict confidentiality at all times.  Must not abuse alcohol or other substances to maintain integrity of the program.

Education And/Or Experience:

• High School diploma or GED AND
• One (1) year of office administration work 

OR

• Certificate or Degree in Office Management/Administrative Assistant AND
• Two (2) years’ work experience in an office setting preferred.

Other Skills and Abilities: Strong interpersonal, oral, written communication and computer skills are required.  Proven ability to work independently and excellent organizational skills.  Computer testing may be a requirement during the interview process.  Willingness to learn behavioral health and medical terminology.  Must be able to perform duties with minimal supervision; Must know various computer programs such as word and excel, and use proper phone and computer etiquette.  Must be willing to develop a good understanding of Alcoholism/Chemical Dependency.

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor.

Must be at least 18 years of age, have and maintain a valid driver’s license with a clean driver abstract in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.

The successful candidate must pass a criminal background and test for illegal substances prior to employment being confirmed.