Program Assistant

Program Description: Stephen Russo Residence (W 107th Street), is a permanent supportive housing residence for formerly homeless adults with mental health and co-occurring disorders. Services include case management, harm reduction, housing readiness, counseling, medical and psychiatric services, groups and recreation, and 24-hour 7 day a week front desk concierge.

Position Summary: To assume responsibility for all programming administration, clerical, and secretarial activities which contribute to the team's overall objectives and goals. This is to be provided through the utilization and application of professional knowledge, skills and techniques.

Schedule: Monday - Friday 9am-5pm

Salary Range: $38,000 - $43,000

Roles, Responsibilities and Essential Duties:

• Assists Program Director in all aspects of office functioning, including operating main office computer, typing, copying and filing.
• Greeting and announcing all clients, vendors, and other visitors to the office
• Manage the phone system and help direct phone calls and messages to appropriate staff.
• Ensure that all outgoing mail is properly posted and sent daily.
• General oversight of all office supplies, office equipment, and program supplies including tracking inventory and ordering within budget and with PD approval
• Order, track and organize office and program supplies.
• Record and submit Monthly Incident Review Committee meeting notes.
• File, organize and track client charts, incident reports, building maintenance files, and other forms as needed.
• Function as a primary liaison with GRCC's fiscal department on project bills, disbursement forms, and other pertinent records.
• Track Petty Cash receipts and submit monthly Petty Cash reports.
• Track, code and submit all monthly invoices into the online Intacct Financial System
• Track and organize all office paperwork to determine what should be kept onsite or shredded based on funder requirements.
• Order and track supplies for all tenant events and program activities
• Order and purchase food items for clients and cooking groups
• Assist with cooking for groups as needed.
• Track monthly Levels of Services in AWARDS and NYCMED
• Assist with the collection of monthly rent payments from clients.
• Perform any other tasks or errands needed for overall operations as deemed necessary by the Program Director
• Assist with completing application packets with clients for section 8 rental subsidies.
• Assist clients with re-certification of section 8 rental subsidies.

Qualifications/Educational Requirements

• High School Diploma or GED required; Associate degree Preferred.

Skills, Knowledge and Abilities

• Prior work Experience with homeless/mentally Ill individuals preferred, but not required.
• Computer Literate
• Highly Organized
• Strong Communication Skills
• Detailed oriented and systems savvy
• Compassionate and personable
• Team-oriented

Computer Skills: To perform this job successfully, an individual should be:

• Proficient in Microsoft Office programs including Excel, Word, Power Point etc.
• Able to use or learn multiple databases including AWARDS and Intacct.

Physical Requirements

• Moderate computer work
• Occasional lifting of up to 30lbs
• Walking to visit clients.

Work Environment

• Indoor Office
• Occasional visits to client apartments