Administrative Assistant – Residential Borough Program
Location: Brooklyn, NY
Schedule: Monday–Friday, 9:00 AM–5:00 PM
Hours: 37.5 hours per week
Pay Rate: $25.00 per hour
Temp-Perm
Position Summary
The Administrative Assistant serves as a key support professional for the Residential Borough Program, providing comprehensive administrative and operational support to borough leadership and residential sites.
This role is responsible for maintaining records, payroll processing, regulatory documentation, reports, schedules, databases, and employee files while ensuring accurate and timely communication across departments. The Administrative Assistant acts as a liaison between residential program staff and support departments and contributes to the efficient operation of borough services.
Essential Duties and Responsibilities
- Prepare, maintain, and organize department records, employee files, and administrative documentation for the residential program.
- Maintain databases for individuals residing within the borough, including family, guardian, and advocate contact information; update and distribute information as needed.
- Prepare meeting agendas, record and transcribe minutes, and distribute meeting documentation to appropriate stakeholders.
- Draft, format, and distribute correspondence, corrective action plans, reports, and other administrative documents.
- Maintain survey, audit, and regulatory compliance databases, including tracking citations and corrective actions.
- Coordinate onboarding logistics for new employees, including requests for equipment, system access, and communication with support departments.
- Process purchase requisitions and maintain budget files for borough residences.
- Complete payroll processing for supervisory staff and prepare payroll-related reports as requested.
- Serve as a liaison between borough leadership and departments such as Finance, Payroll, Human Resources, Engineering, Training, Communications, and Information Systems.
- Gather, maintain, and distribute required residential documentation, including certifications, incident reports, meeting minutes, ledgers, and other records.
- Assist with scheduling direct support professionals, supervisors, trainings, meetings, and special events.
- Answer incoming telephone calls and manage calendars for borough leadership.
- Track employee certifications and recertifications, including CPR, AMAP, G-Tube, Insulin Administration, and other required trainings.
- Generate and distribute monthly Precision Care reports, including weight, bowel movement, and community experience reports.
- Track and maintain electronic records of Direct Support Professional (DSP) New Hire Orientations.
- Prepare and distribute monthly weekend on-call schedules and communicate schedule changes as needed.
- Support special projects by preparing reports, maintaining databases, and assisting with data analysis and process improvement initiatives.
- Perform other administrative and operational duties as assigned.
Qualifications
Education
- High School Diploma or equivalent required.
Experience
- Minimum of two (2) years of administrative, secretarial, or office support experience required.
Skills and Competencies
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Strong written and verbal communication skills.
- Excellent organizational, time management, and multitasking abilities.
- Ability to maintain confidential information and sensitive records.
- Strong attention to detail and accuracy.
- Ability to work independently and collaboratively in a fast-paced environment.
Additional Requirements
- Valid driver's license and access to a reliable vehicle preferred.
- Ability to perform all job responsibilities in compliance with applicable laws, regulations, agency policies, and corporate compliance standards.
- Completion of required compliance training and full cooperation with compliance reviews and investigations.
Working Relationships
This position works closely with Residential Program leadership, direct support staff, clinical personnel, Human Resources, Finance, Payroll, Information Systems, Training, and other support departments to ensure efficient program operations and regulatory compliance.
Pay: $25.00 per hour
Work Location: In person
