Job description

Summary/Objective:
As a CHJC employee, the Administrative Assistant is committed to creating opportunities to enhance lives one relationship at a time. Additionally, the Administrative Assistant focuses on and emphasizes the following values: safety and permanency for all service recipients; respect and compassion at the forefront of every interaction; integrity threaded through each decision; excellence as an expectation and standard, never to be lowered; and stewardship carried out for the benefit of our service recipients and community.

The Administrative Assistant is responsible for providing day-to-day administrative and operational support to CHJC’s Care Coordination, Community Based and Preventative Services Programs. The Administrative Assistant is responsible to effectively and efficiently communicate and distribute information among agency/program staff, supports Program Managers with scheduling necessary appointments/meetings, completes clerical tasks associated with program functions, and ensures timely submission or required reports/documents as required.

Essential Functions:
1. Schedules meetings, notifies all parties, and ensure meeting documents are available to attendees

2. Takes meeting minutes and distributes as necessary

3. Ensures program reports are submitted timely

4. Assists with processing incoming referrals

5. As requested, obtains/requests required information for referrals and ongoing treatment

6. Process ingoing and outgoing mailings

7. Maintains various information trackers, caselists and databases

8. Inputs/updates/modifies client records in the EMR

9. Research and identify grant opportunities, assists with gathering information for grants and submission of grants

10. Assist programs with event planning

11. Assists with agency client survey information

12. Coordinates routine team meetings and events as requested by department leadership; records meetings and distributes minutes to team members.

13. Responsible for scheduling interviews and completes reference checks for new hires

14. Runs necessary reports for program leadership and contractual agencies, sends secure correspondence of reports when required

15. Handles all other duties as assigned
Work Environment:
General office environment.
Physical Demands:
Standing, walking, extended periods of sitting, memory, hearing, carrying, speaking, concentration, writing, bending, pulling, problem solving, lifting, reaching, kneeling, running, seeing, reading, climbing, pushing.
Position Type/Expected Hours of Work:
Full-Time
Travel:
Travel may be required.
Required Education and Experience:
High school diploma required, Certificate or Associates Degree in a related field preferred with one to two years of general office experience. Must be able to type, use word processing software including database and spreadsheet software, and have proficient skills and working knowledge of Word, Excel, PowerPoint and the Internet. Must be able to use copiers, computers, phones, faxes and lamination machine. Knowledge of the internet and social media. Strong organizational abilities and office skills are essential for this position. This person must also have excellent people skills and be a team player.
Additional Eligibility Qualifications:
Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, Covid-19 vaccination or exemption, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. Valid NYS Driver’s License with a good driving record.

Job Type: Full-time

Pay: $36,050.00 - $39,140.00 per year

Work Location: In person

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