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About the Role

To assist the unit’s team in efforts to develop and maintain a well-organized, efficiently operated office which provides a high quality of services to the children, their families and the communities in which they live.

Responsibilities

• Manage phone messages, handling correspondence, ordering supplies, and performing other essential day to day activities.
• Maintain sign in/ out sheet and update program’s office calendar.
• Track staff schedules.
• Establish and maintain an administrative filing system within the office.
• Oversee records management, including off-site storage.
• Create and maintain case records.
• Process new referrals and create intake packets.
• Follow up on unit case work standard contacts, inclusive of completion of weekly cross-checking grids for each unit in the program.
• Assist with collaterals contacts and documentation of the contacts made with families and service providers.
• Support Program Director and Program Supervisor in ensuring that PROMIS and CONNECTIONS systems are updated regularly.
• Maintain a clearinghouse of all forms and resources being used by Graham Windham Preventive Services.
• Update Shared Drive.
• Collect information regarding community resources and disseminate said information to staff and client families.
• Develop various types of logs and systems in order to monitor program activities and outcomes.
• Update and maintain client roster, FASP due date list, and administrative binders.
• Collect educational data (including report cards and attendance records) and maintain client roster.
• Provide administrative support to Program Director and Program Supervisor to ensure program compliance with OCFS and NYC Children’s Services’ policies and protocols.
• Provide training and technical assistance to program staff in clerical and administrative functions.
• Provide clerical support on emergency situations.
• Orient new staff and interns.
• Enroll staff and interns in trainings and workshops using STARS and other systems.
• Monitor the submission of and follow-up regarding time sheets, purchase orders, check requests and other correspondences to other agency departments.
• Take minutes at staff meetings.
• Ensure all office equipment is functional at all times and follow up with repairs when necessary.
• Support program staff by making casework contacts, including covering home visits and other collateral contacts when necessary.
• Cover home visits when program is understaffed.
• Make school visits to help collect educational data.
• Manage mail and correspondence including family planning letters.
• Complete other tasks and projects as assigned.

Requirements

• High School diploma required.
• Bilingual English/Spanish preferred.
• Computer literate and working knowledge of MS Office and similar programs and use of office equipment.
• Ability to organize, manage and teach others in various Administrative and Clerical functions.
• Effectively work in a team setting.
• Excellent communication skills, verbal & written.
• A strong interest in the enhancement of the quality of life for those who depend upon agency’s services.
• Ability to drive with clean driver’s license (Preferred).
• May be asked to travel in and out of state when needed (Preferred).

Skills

• MS Office
• Office equipment operation
• Organization
• Management
• Teaching
• Teamwork
• Verbal communication
• Written communication
• Driving

Location

• 274 West 145th St., New York, NY 10039

Work Type

• Full-Time
• Hourly
• Non-Exempt

Education Level

• High School

Salary/Compensations

• $50,922.97 - $52,922.97

Benefits

• Potential to Earn Performance Based Merit Award for Eligible Staff
• Comprehensive Benefits
• Professional Development Opportunities
• Medical coverage
• Dental coverage
• Vision coverage
• Paid time off
• Holiday pay
• Retirement savings plans (defined contribution pension and 403 (b) thrift)

About the Company

• In full partnership with families & communities, Graham Windham strives to make a life-altering difference to children, youth and families affected by abuse, neglect and delinquency by providing each child we serve with a strong foundation for life: a safe, loving, permanent family and the opportunity and preparation to thrive in school and in the world.
• With over 500 full-time, part-time and on-call employees serving children and families in multiple programs throughout Manhattan, the Bronx, Brooklyn and Harlem, Graham Windham provides an exciting & enriching work experience.
• Graham Windham is one of the first organizations in the New York City to implement Solution -Based Casework (SBC). Solution-Based Casework helps children and families to be the solution to the seemingly insurmountable problems in their lives, from generational cycles of poverty, abuse, and neglect to unemployment, domestic violence and severe health problems.
• By recognizing and reinforcing their innate strengths and ability to cope, we at Graham Windham empower them to take the lead in making change in their lives.

Equal Opportunity

• The Equal Employment Opportunity Policy of Graham Windham (GW) is to provide a fair and equal employment opportunity for all associates and job applicants regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability.
• GW hires and promotes individuals solely based on their qualifications for the job to be filled.
• Graham Windham believes that associates should be provided with a working environment which enables each associate to be productive and to work to the best of his or her ability.
• We do not condone or tolerate an atmosphere of intimidation or harassment based on race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability.