Program Assistant (Part Time/Mon, Wed, Thurs, Fri 9a-1p) Buffalo, NY (http://maps.google.com/maps?q=2671+Main+Street+Buffalo+NY+USA+14214) Apply Description This position is responsible for overseeing the day-to-day operations and administrative activities of the program. Essential Duties and Responsibilities + Answer and screen telephone calls; provide coverage at the front desk and manage visitor sign-ins. + Distribute and stamp incoming mail to appropriate staff or residents + Monitor, reorder, and manage office and toner supplies; Operate and troubleshoot office equipment as able, request further support from maintenance as needed. + Assists with admission process, including the completion and signing of admission paperwork. + Create and maintain group rosters and schedules, ensuring accuracy and timeliness. + Support with DSS paperwork and follow-up tasks to ensure program compliance. + Participate in rounds to monitor resident safety and assist staff with resident safety checks and bedroom turnover/assignments as needed + Assist with the coordination of external appointments and schedules for residents, specifically in relation to coordination of transportation. + Coordinate access management, including Fob access and key distribution for residents and staff. + Support with coordination of Quest Lab appointments and discharge appointments. + Maintain the HR information board and serve as the Communication Liaison for the program ensuring up-to-date memos and notices are posted and reviewing important information during meetings. + Assist with activities of daily living (ADLs) for residents when necessary. + Submit maintenance orders and support the implementation of the agency’s policies and procedures. + Effectively coordinate program-related bookkeeping duties, including rent collection, distribution of Petty Cash, and handling Program Needs Allowances (PNA), in line with agency policies and procedures. + Oversee all office functions and ensure compliance with agency policies and procedures. + Input data into the agency’s database to ensure compliance and accurate record-keeping. + Prepare program correspondence as requested by the Program Manager, ensuring clarity and professionalism. + Organize and maintain program files for easy access and efficient management. + Meet all job-related time requirements and deadlines as directed by the Program Manager. + Actively participate in program and agency activities as required, maintaining a collaborative and supportive role. Monthly attendance at Events Committee meetings. + Possess a general knowledge of contagious diseases (i.e., HIV, Hepatitis B, TB etc.) and takes precautionary measures to limit transmission. + Serve on agency committees as requested, offering support and insight into relevant matters. + Adheres to Trauma-Informed Care principles and integrate these into interactions with residents, staff, and external partners. + Maintains compliance with all required rules and regulations, including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others. + Carry out additional duties as assigned to support the ongoing needs of the program and organization. + Regular attendance at work location in accordance with schedule agreed upon with the Program Manager. + Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Requirements + Minimum of a high school diploma or equivalent (GED) + Enhanced Qualifications (but not required): Completion of a certificate program with a secretarial or office management course. + A minimum of six months’ paid secretarial experience preferred. This experience can include up to three months of volunteer or student field placement experience. + Must possess a valid New York State driver’s license and reliable automobile. Salary Description $18.00/Hour