WEST SIDE FEDERATION FOR SENIOR AND SUPPORTIVE HOUSING, INC.New York, NYFull Time
Job Posting for Assistant to the Administrator at WEST SIDE FEDERATION FOR SENIOR AND SUPPORTIVE HOUSING, INC.
West Side Federation For Senior and Supportive Housing, Inc.
West 74th Street Home
Job Description: Assistant to the Administrator
Under the supervision of the administrator, provide a range of clerical services and direct supervision to residents of West 74th Street Residence, a New York State Department of Health (DOH) licensed adult care facility, part of West Side Federation for Senior and Supportive Housing (WSFSSH), with the goal of enabling residents to live permanently at West 74th Street Residence as safely and independently as possible.
Coordinate and implement office procedures, including, but not limited to:
Managing facility petty cash
Distribution of resident personal needs allowances (PNA), coordinating a money management plan with social workers and generate reports related to PNA
Work with WSFSSH accounting department to facilitate access to resident and facility funds, including maintenance of regular documentation to accounting
Maintain DOH financial records
Manage the rent collection system, including inputting data to the software system, distributing invoices, collecting rent and generating related reports
Assisting with management of all facility invoices
ORDERING AND SUPPLIES:
Assist, as directed, in inventory and ordering of necessary facility supplies and equipment, including food, cleaning products, office machines
Assist, as directed, in review and approval of purchase orders
Assure that on-site personnel files are in compliance with all applicable regulations
Assure that all required staff medical examinations/PPD testing and any other mandated DOH test requirements are completed and documented in a timely manner
Assure that all on-site training records are complete and timely
Assure that all required off-site training, including but not limited to CPR and First Aid are scheduled and completed in a timely manner
FACILITY COMMUNICATION and RECORD KEEPING:
Assist the administrator in communication and correspondence with residents, staff, relatives, and the public
Work with WSFSSH Human Resources department to communicate information to staff and facilitate completion of required documents
Generating the weekly staff schedule in coordination with the administrator
Establish and maintain records pertaining to pertinent aspects of the operation of the West 74th Street Residence
Assist the administrator in reporting to and ensuring compliance with the regulations and polices of:
New York State Department of Health
New YorkState Office of Mental Health
New York City Building Department
New York City Fire Department
New York City Department of Mental Health
United States Department of Housing and Urban Development
The West Side Federation for Senior and Supportive Housing, Inc.
Other interested community groups and providers
Assist administrator with and in the absence of the administrator, perform all necessary administrative functions, including, but not limited to:
Generate the weekly staff schedule
Assure resident rights are consistently upheld
Assume supervisor-on-call responsibilities as directed
Implement emergency procedures as needed
Communicate status and needs of building and program and program to WSFSSH central office staff
Work as a member of the team to establish and maintain high level of care and respect for and communication with residents.
Work cooperatively with other staff members
Share information about resident progress, needs, and problems with other staff
Attend training sessions and conferences as required for enhancement of job skills
Implement emergency procedures as necessary
Submit all required reports in a complete and timely manner
Assist with other duties as directed
Preferred: Minimum of 2 years’ experience working in and office management or administrative capacity
Strong computer skills, including strong working knowledge of Word and Excel
Preferred: Minimum of 2 years’ experience working with persons who have experienced homelessness, mental illness or who are elderly
At least 21 years of age.
Able to work in a multi-cultural environment, with staff and residents
Emotionally, mentally, and physically able to perform job responsibilities.
Able to speak, read, and write English (as required by DSS regulation 487.9.13)