Practices and promotes Citizen’s mission statement in every interaction.  Performs secretarial and receptionist functions for the Helen Kaplan and Medically Frail ICF’s.  Oversee clerical systems such as maintenance of office machines, purchasing program, ordering of office supplies, managing asset tags.  Provides clerical support for the Director and ICF administrative staff.

Primary duties and responsibilities incliude but not limited to:

• Practices and promotes Citizens mission statement in every interaction through family and community engagement, Citizens supports people to live the life they choose.
• Open switchboard at 9am and close switchboard at 5pm.
• Performs all secretarial tasks (ie: typing, filing, answering telephones, mailing and photocopying) for the Director and ICF administration.
• Answers and directs incoming calls to the appropriate staff member/department to ensure calls are handled in an efficient, professional and timely manner.
• Maintains general files. Locates and removes requested material from files.  Sets up new files as necessary.  Files material alphabetically by source or subject to ensure accuracy and accessibility, maintains and updates house rosters, family contact information, and anything else given by supervisor.
• Distributes basic office supplies, maintains inventory of all supplies, and maintains organization in the supply closet, orders equipment and toner for printers / copiers. Care for all printers on grounds. Utilizes the Workplace system to buy and receive program supplies.
• Distributes mailing daily and takes mail in on Monday morning from the weekend.
• Ensures job postings, OSHA reports and employee notices are properly forwarded and/or distributed to all staff. Conducts spot check to ensure appropriate distribution of such material.
• Types correspondences, documents, reports etc. from written or dictated material as requested by the Director, QA Manager and or Administrative staff.
• Collects and generates weekly schedules and generates the weekly Clinical Management schedule.
• Support for the QA Manager (copying forms, attendance sheet, trend reports, filing etc.).
• Maintains ICF staff Mantoux binder, New Hire paperwork and any other filing for the Payroll Manager
• Prepares and sends out monthly family mailings. This includes obtaining monthly Recreation Calendar from the QIDPs and obtains financial information for each person quarterly and sends to families.
• Handles the distribution and tracking of asset tags and forwards completed asset tag logs to purchasing department.
• Plans, tracks and coordinate dead filing sessions. Sets up dead files to be sent to Iron Mountain.
• Maintains Ticklers and sends out monthly emails.
• Successfully completes and maintains annual training and any other training that is necessary for your position.
• Reports and documents any events/activities that may hinder the health, safety and well-being of the person that reside there (i.e., allegations of abuse, injuries, broken equipment, etc.).
• Reports to the Justice Center as a mandated reporter if there is reasonable cause to suspect abuse or neglect. Additionally, must follow all agency incident policy and procedures.
• Adheres to Federal and New York State regulations, agency policy and procedures, the employee handbook and agency and program training requirements.
• Arrives to work by the start of scheduled shift, adheres to agency policy and procedures in regard to call offs and overtime to ensure quality support is provided to people each day.
• Performs all other duties as requested by supervisor.

 This position requires regular and substantial unsupervised or unrestricted physical contact with people receiving services and, therefore, is subject to successful completion of fingerprint/criminal background check.

• 1 - 2 years secretarial experience; proficiency with use of computers for word processing and data entry. 
• Good written and oral communications skills.
• Excellent team player with a positive attitude.