Administrative Assistant Bronx NSP

Rising Ground

The Administrative Assistant provides administrative support and client related services within our Bronx Non-Secure Placement (NSP) program and aftercare/community programs that supports youth who have been adjudicated by the Family Court. Limited Secure Placement is part of a groundbreaking initiative to provide services and supports for juvenile justice involved youth in residential placement facilities closer to their families, communities and schools.

He/she will work 35 hours per week, however the position may include some flex time, which would include some evening and weekend work assignments.
Assists in the monitoring/executing of the contract compliance data requirements relative to the NSP program.
Works directly with the program managers in the day to day operations and policy such as creating fire drill schedule and facility inspection calendar, adding meetings and appointments to outlook calendar
Manage youth movements in the LEWIS system and complete Incident Reporting tracking protocol for all Aftercare/Community program youth.
Supports implementation of all policies as pertains to the facility.
Maintains conditionality regarding staff information within the facility.
Sends census information via email to ACS at required times 7 days a week
Schedules staff for trainings – managers schedule trainings and maintain training logs, individual supervision log – managers keep supervision logs, staff meeting minutes, critical event logs, client surveys and other monitoring logs.
Manages the petty cash and grocery funds; metro cards- was given to case aide as added responsibilities and worker expense forms by overseeing the required paperwork and required signatures and forwarding to finance as outlined in the agency policies.
Oversees the use of our consultant services including the scheduling medical appointments and mental health is between the nurse and case aide and submission of invoices for mental health and medical services, and other services.
Purchases office supplies and furniture; organizes supplies, shreds confidential documents. Archives all closed cases by logging, storing, and shipping closed cases to agency storage facility.
Coordinates the use of the conference room(s)
Checks/sorts/delivers/distributes departmental mail.
Submits all billing services to the appropriate departments for payment.
Enters all new youth into the Lewis data base system on a timely basis and maintains updates until youth are placed onto aftercare.
Works closely with the team in assuring the incident reporting tracking system is updated as needed on a timely basis and as per program and agency policy. Along with the facility inspection grid.
Keeps an updated staffing grid to insure information regarding all staff with the facility is forwarded to ACS according to the timelines set by policy.
Creates and maintains departmental filing system.
Performs hospitality tasks such as receiving visitor/clients, handles telephone calls/messages, and provides translation services for the department.
Obtain their S95 and or F07 and any other fire safety certificate as required
Perform other duties as assigned.
Ordering and maintaining all youth clothing and hygiene supplies: distributing supplies
Meeting agenda and minutes
Updating, maintain, distribute program documents
NSP core training binders
High School or GED
Excellent verbal, written, and organization skills
Expert computer user; proficient in Microsoft Office. (Ability to pass a skills test to demonstrate level of proficiency.)
Bi-lingual (English/Spanish), read and translate a plus.

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