OMH Admin Assistant I - Clinic Services

Enjoy making a difference? Join the team at FREE, enriching the lives of others, one individual at a time.

Family Residences and Essential Enterprises, Inc. (FREE) benefits and proudly supports more than 4,000 individuals with intellectual / developmental disabilities, mental illness and traumatic brain injury. It is the mission of FREE to support people of all abilities reach their full potential and thrive in their communities. FREE provides a diverse array of supports and services including: housing; recovery services; transition to work; employment; day, community and family services; respite; crisis services; education and after school support; specialty health services; and advocacy.

POSITION SUMMARY
Under the supervision of Department Management, the Administrative Assistant is responsible for the front office functions of the department and performs complex tasks of an administrative nature. The administrative assistant will be an extremely organized and motivated individual who is able to communicate effectively with team members, families, and individuals receiving services to ensure operations run smoothly.
DUTIES, RESPONSIBILITIES, AND ESSENTIAL FUNCTIONS

• Answers incoming telephone calls, screens calls as requested, forwards appropriately to staff or other departments as needed, takes clearly written messages and delivers appropriately and timely, responds to requests for information from agency and non-agency callers in accord with agency policy and procedures.
• Ensures completion of administrative work assigned by the Management and/or team members, sets priorities and assigns incoming work to other support staff as needed.
• Completes timely and accurate preparation for all division/department-specific meetings including preparing agendas, making room reservations, notifying members, keeping the attendance record, placing food orders and arranging set-up of refreshments as needed.
• Processes incoming department mail, faxes and scanned documents, prepares outgoing mail per department procedures.
• Composes and/or types correspondence, memos, reports and meeting minutes as needed, submits to designated person in a timely manner.
• Mediates emergency situations to the program according to established policies and procedures, and ensures communications of such situations in a timely fashion
• Ensures that all required documentation (paper and electronic) is completed /processed appropriately, in a timely manner, and meets quality and compliance thresholds.
• Prepares purchase orders for supplies.
• Performs other duties as assigned.

Responsibilities of All FREE Employees

• Always communicates in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community.
• Complies fully with FREE’s confidentiality policies by holding in strictest confidence all information pertaining to members, residents, the people we support and their families, clients, providers, contractors, and employees.
• Meets all safety training requirements; adheres to all safety policies and reports any and all unsafe conditions; takes measures to prevent accidents and/or eliminate conditions that pose a safety or health risk.
• Coordinates, supports, attends and participates in all required events/ meetings/ reviews/ committees, including ones outside of standard working hours.
• Meets all job requirements and stays in compliance.
• Adheres to FREE’s standard of ethical behavior as outlined in the Employee Handbook and Code of Conduct as well as applicable laws and regulations.

Please note the above duties, responsibilities, and essential functions are a non-exhaustive list, and may be changed by FREE at any time, with or without notice to the employee.
QUALIFICATIONS

• Education:

o High School Diploma or equivalent

• Experience:

o Experience working in a social service setting performing complex tasks of administrative nature

• For Admin Assistant I – experience preferred
• For Admin Assistant II – minimum 3 years of experience
• Specialized Training, Licenses, Certifications:

o Not required, training will be provided upon hire as needed

• Knowledge, Skills, Competencies, and Abilities:

o Proficient computer skills
o Demonstrated ability to work in a team environment with flexibility, keeping others informed and anticipating needs is essential
o Must be efficient, well organized, and have excellent communication skills

• Other Requirements:

o Valid NYS Driver’s License and satisfy criteria to be a driver for FREE – preferred
WORK ENVIRONMENT
This role is performed in-person. Some travel might be required depending on the program/location.
PHYSICAL REQUIREMENTS

• Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours).
• Employee is required to effectively communicate both verbally and in writing.
• Employee is required to operate standard office equipment such as computers, phones, photocopiers, fax and filing cabinets.
• Employee is required to reach with hands and arms.
• Employee is required to bend, stoop, kneel, crouch or stand on a stool as needed.
• Employee is required to be able to lift 25 pounds at a time.

Notwithstanding the above listed physical requirements of this position, FREE will provide reasonable accommodations to allow employees to perform the essential functions of the position, provided such reasonable accommodations do not cause undue hardship on FREE.

FREE is an equal opportunity employer and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender, gender identity, sexual orientation, national origin, age, disability, genetics, or any other protected characteristic. In addition to federal law requirements, FREE complies with applicable state and local laws governing non-discrimination in employment in all of its locations. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, recall, transfer, leaves of absence, compensation, and training.

Family Residences and Essential Enterprises’ affirmative action efforts related to protected veterans and individuals with disabilities are set out and described in our affirmative action plan for protected veterans and individuals with a disability. If you have any questions or would like to view the affirmative action plan, please visit our website www.familyres.org