Resource Assistant; 4308-401-N

STATEMENT OF THE JOB
 

The Resource Assistant will provide general management of office and related bookkeeping, overseeing of all program’s billing systems; oversee clerical/secretarial staff; overall management of physical plant; assesses and coordinates maintenance of premises and equipment; provides information to Program Manager I for budget expense decisions; responsibilities producing procedures. The Resource Assistant is responsible for the overall support functions for the Call Center.
 

The agency has embraced the concept of a fully integrated system of care for all consumers of service.  This requires that the staff assess the client's needs holistically and see it as their responsibility to connect the client with services needed, internal or external to the agency, regardless of the door to which the consumer enters the system.
 

DUTIES AND RESPONSIBILITIES
 

• Maintain and coordinate general office services.
• Ensure all program equipment including photocopier, fax machine, computers, & printers are in working order. 
• Maintain an accurate and orderly record keeping system of financial and office records.
• Set up, organize, and maintain confidential files and agency documents.
• Monitor, order, & purchase supplies
• Prepare check requests; maintain spreadsheets of program expenses to remain within program budgets.
• Act as liaison with Accounting Department and the Administrative Specialist.
• Responsible for the weekly Petty Cash Summary in order to keep an accurate and steady cash flow system.
• Maintain and oversee accounts payable, accounts receivable and petty cash funds; responsible for preparation or monitoring of check requests, cash receipts deposit.  Oversees and monitors financial records of clients.
• Monitor the completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations, reports of any incidents/accidents on the promises in a timely manner.
• Oversee maintenance of various record keeping requirements on an as needed basis.
• Assists with audits and familiarizing auditors with procedures and record keeping practices.
• Manage and oversee the O.T.P.S. budget for office maintenance and supplies; provides timely information to Program Manager Call Center for budget and expense handling.
• Provide information to supervisors to coordinate record keeping systems requirements from all staff.
• Coordinate requirements and services around physical plant and equipment.
• Responsible for general management of office and related areas.
• Provides office coverage
• Responsible for monthly statistical report regarding budget.
• Responsible for monthly accounts receivable report sent to Accounting Department.
• Render prompt and careful attention to all bills received for payment which are sent to Accounting Department via check request.
• Set up & dismantle meeting space.
• Visit program sites to ensure program files set up according to agency and funding source requirements.
• Maintain data base as required by the Agency and program funding source.
• Provide information to program participants upon request.
• Attend program/agency meetings and trainings as required.
• Participate in staff and other program meetings.
• Assist with program activities/special projects that promote the overall health and well-being of clients 
• Perform other related duties as requested or assigned by Call Center Manager or  Management 
• Cover duties at front desk when necessary and/or requested by Manager.
• Provides coverage to other sites as needed 
• Assist in answering phone messages from the community and outside callers, some of which are placed by a psychiatric population, receiving referral questions and all other calls in a courteous manner. 
• Type meeting agendas, reports & correspondence as requested.

SPECIFICATIONS FOR EDUCATION/CERTIFICATIONS/LICENSES   

• High School Diploma

SPECIFICATIONS FOR EXPERIENCE AND TRAINING

• Two years Business experience including office management, word processing, data entry and basic accounting required.
• Ability to prioritize and multitask, offer feedback, and constructive criticism required.
• Computer & organizational skills, ability to work in a team, and an understanding of all clerical functions.
• Excellent administrative and time management skills.
• Detailed oriented and possess prior experience managing projects.
• Excellent written and verbal communications skills.
• Ability to explain processes and procedures to staff.
• Proficient in computer software applications, Excel and Microsoft Office.
• Bilingual Creole-speaking a plus.

SPECIFICATIONS FOR PHYSICAL REQUIREMENTS
 

• Ability to travel through the five boroughs as needed.
• Ability to work extended hours as needed (early morning appointments, evenings and Saturdays).
• Ability to climb stairs.
• Must be able to occasionally lift and/or move up to 25 pounds.
• Regularly required to use their hands & fingers.
• Frequenting walking, sitting, talking, or hearing.
• Occasional standing, climbing, balancing, stooping, kneeling, crouching, or crawling.
• Ability to read printed materials and computer screen