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Administrative Assistant

Location : Thiells, NY
Job Type : Subcontractors
Reference Code : AS:FY2324:OPD01:24226
Start Date : 11/29/2023
End Date : 11/29/2024
Hours : Full Time
Travel : No
Relocation : No

Job Description :

Position Type: Temp
Agency: New York State agency that is responsible for coordinating services for New Yorkers with developmental disabilities.
Location: Thiells, NY
Hours: Mon–Fri. 8:00am – 4:00pm


The Administrative Assistant 1 will gather data from Treatment Team Leaders or other administrative supervisors regarding incident reporting.

Analyze data and prepare statistical reports for the agency. Maintain information in computer database for reporting and tracking purposes.

Independently respond and/or prepare written correspondence for the agency to routine requests for information and data from outside agencies.

Review and route routine documents and requests to administrative staff under the direction of the agency and maintain tickler system to assure timely response from staff identified.

Assist in gathering data, analyzing data, and preparing a written documentation for various special reports and projects as requested. Attendance at various meetings and committees to assist in preparation of minutes, agendas and gathering of necessary subject related documentation.

Scheduling, knowledge of software: Outlook, Access, Excel, and Microsoft Word.

Provide clerical support to 2 Treatment Team Leader's.

Organizing and Maintaining the Behavior Human Rights tracking system.

Tracking consents for all Individuals with Behavior Support Plans for all three counties.
Scheduling weekly Behavior Human Rights Committee (BHRC) Meetings based on upcoming consents due. Creates Weekly schedules over all three counties. Maintains submissions of all BHRC presentation packets. Creates weekly folders for the BHRC Packets for presentation.

Create Presentation Schedules which are sent to each committee member and presenting psychologists for the specific meeting for the upcoming week. These Presentation schedules also serve to notify each psychologist for when consents are due.

Coordinates with Psychologists for any emergency submissions for scheduling. Coordinates with Psychologists for any re-scheduling. Create a Minutes Template detailing every Individual’s consent for each presentation for the committee members to use. Minutes Template also serves as the official Attendance Sheet.

After each weekly BHRC meeting Reviews all approvals and checks for accuracy of the dates against the consent and minutes. Notifies Chairs if there are any discrepancies or missing documentation.

Maintaining the EHR Documentation for all Consents and BHRC Approvals.

Uploads Approvals and Consents into the EHR. Uploads Approval and Consents into the G Drive files.

Attends and takes the minutes for the Monthly Psychology meeting. Maintains the Psychology Contact table.

Management of Office supplies inventory/ordering.

Act as the reception/greeter/direction of phone calls within the office.

Duties as assigned by the agency.

Required Qualifications :
Penda Aiken, Inc. is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law.


SUBS SUBMIT BY 11/23/2023
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