Assistant to the Administrator

POSTED ON 7/24/2020 CLOSED ON 10/2/2020
WEST SIDE FEDERATION FOR SENIOR AND SUPPORTIVE HOUSING, INC. Hired Organization Address New York, NY Full 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.

 

OFFICE PROCEDURES:

Coordinate and implement office procedures, including, but not limited to:

FISCAL:

  • 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

STAFF RECORDS:

  • 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

 

 

REGULATORY COMPLIANCE

Assist the administrator in reporting to and ensuring compliance with the regulations and polices of:

  • New York State Department of Health
  • New York State 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

 

SUPERVISION

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
  • Weekly payroll
  • 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

OTHER

  • 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

 

QUALIFICATIONS EXPECTED:

  • 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)

 

 

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