Prevention Administrative Assistant - #1338598

Description:

Hope Leadership Academy (1732 Madison Avenue)

55000

The mission of Children’s Aid (CA) is to help children in poverty succeed and thrive. CA works with children, youth, and their families in targeted low-income communities from infancy through young adulthood, providing a range of services to meet physical, socio-emotional, educational and family stability needs. CA P.O.W.E.R program funded by the NYS Office of Alcoholism and Substance Abuse Services (OASAS) seeks to educate children and youth on the dangers and consequences of alcohol and drug use. The P.O.W.E.R program delivers evidence-based programs (EBPs) and positive alternatives to prevent and reduce alcohol and substance use utilizing the prevention framework.

Position Summary: The Prevention Administrative Assistant perform duties in various areas such as provide administrative, clerical, family group programs and student intake and support to the POWER Prevention and Teen Programs at Hope Leadership Academy.

Essential Duties: General responsibilities for the position of the Prevention Administrative Assistant include, but are not limited to:

• Greets students and welcomes visitors.
• Ensure trauma informed customer service in all interactions with Children’s Aid clients and staff.
• Organize recruitment and correspond with prevention providers
• Provide all intake processes to students and families.
• Create intake packages, collect student data and monitor student program schedules.
• Provide student attendance sheets, group sheets and follow up on student absenteeism.
• Assist in timekeeping of staff; staff schedules, monitors hours of part time staff.
• Answers telephone calls; Screens and directs calls; takes and relays messages; provides information to callers; greets visitors and directs persons to appropriate personnel; maintains client/visitors/employee sign in log.
• Maintain up-to-date participants program staff; Engage with the program staff regarding admitting participants to prevention, teen and family programs.
• Performs duties as an office coordinator including: organize the office layout; order stationery and office supplies; maintain the office condition and arrange necessary repairs; organize office operations and procedures.
• Schedule trainings, workshops, trips and events for participants and staff.
• Assist with the facilitation of family groups and coordinate family services.
• Place orders for groups events asneeded supplies
• Follow up with recruited participants and make referrals as needed.
• Maintain accurate, complete records of programs and projects.
• Collect and input data for Evidenced Based Programs
• Utilize databases to record program requirements (ETO, CISIS, WITNYS, CAMU, TEEN EXPAND etc.)
• Attend staff trainings and conferences.
• Prepare all reports, minutes of meetings, and monthly reports.
• Organize and schedule meetings to community agencies, schools and other stakeholders on prevention services.
• Adhere to policy and procedures of CA
• Other relevant duties as assigned by Supervisor.
• In-person collaboration is an essential function of the job.
• Perform other duties as assigned.
  
  

Fiscal Support and Oversight:

• Serve as the point person for staff for administrative operations. Interface with Program and Site Director.
• Process all bill and invoices for site.
• Reconciles and monitor P-card submissions, metro cards and gift cards; process cash advances; orders supplies and processes vendor payments; ensures that all items are invoiced and paid on time.
  
  

Minimum Qualifications:

• High School Diploma/ GED required.
• 2 years of administrative knowledge
• 1 year of substance abuse prevention knowledge
  
  

Key Competencies:

• Moderate to advance use of Excel and Microsoft Office Suite; Particularly Excel
• Associate degree preferred
• Familiarity with budgets and fiscal processes; comfortable working with math within a budgetary context
• Ability to collaborate with vendors as well as other departments within agency such as TMHR, Payroll, IT, etc.
• Good organizational skills with ability to meet deadlines.
• Ability to work flexible hours on weekdays with approximately two days per week requiring early arrival or evening hours.
• Ability to work independently, as well as contribute to a team.
• Very good interpersonal/communication skills, including ability to write well