CEO Assistant Job at Noble Capital Management, New York, NY

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  • Noble Capital Management
  • New York, NY

Job Description

CEO Assistant Location New York, NY (Financial District area) : Description:

The Administrative Assistant provides administrative and clerical support to the Serenity Recuperative Care (SRC)/Hollidays Helping Hands (HHH) Program staff.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Responsible for the facilities day- to-day clerical operations
  • Responsible for data input into data base.
  • Perform office duties that include: filing, copying and printing, manage the program office supply inventory, replenishment, and distribution
  • Handling and managing program petty cash, ensuring expenditures are justifiable, collecting receipts and processing reimbursement forms in a accurate and timely manner
  • Purchasing, handling and managing transportation appointment for the patients., process reimbursement forms in a accurate and timely manner
  • Ensuring staff is adhering to program and contracted policy and procedures with the
  • Processing and handling of confidential documentation and materials
  • Manage the collection and distribution of company mail
  • Manage the maintenance and replacement of office equipment such as copiers, faxes, meters and any other office equipment
  • Assist with the planning and coordination of special projects, presentations, dissemination of information, and program events
  • Prepare confidential documentation for SRC/HHH staff; accurately record, organize, and distribute
  • Ensure all program reporting is done in a completed and timely manner
  • Act as liaison to all clinical staff to ensure efficient coordination and completion of documents needing review and/or approval based on the DHS contracted and program standards
  • Independently maintain all DHS; perform file audits to ensure proper record keeping, analyzing, coding, indexing and storing; records are to be complete, accurate, and adhere to DHS contracted and program standards per HIPAA and government funding regulations
  • Manage all enrollments and conduct monthly chart audits for chart completeness and accuracy.
  • Manage agency wide processing and responding of client record requests per HIPAA regulations when requests from authorized users and/or clients are received
  • Plan and coordinate clinical staff trainings and new employee orientation classes; schedule and assist where needed with all levels of staff; create, manage and produce presentations and reading materials for attendees and presenters
  • Attend and take minutes for SRC/HHH staff meetings as requested. Maintain minute records.
  • Provide direct support to clinical staff and director in the creation of memos, reports, policy and procedures, and other confidential materials in reference to the staff and program needs
Requirements:

QUALIFICATIONS

  • High school diploma or equivalent.
  • Minimum two years' related experience or training
  • Detail oriented with good time management, organizational, written, verbal, and interpersonal skills
  • Able to maintain a high level confidentiality
  • Able to handle sensitive and confidential situations with poise, tact, and diplomacy
  • Excellent computer skills, including familiarity with Microsoft Word, Outlook, Excel, PowerPoint and agency wide database applications
  • Able to learn quickly and work effectively with individuals at all levels of the organization and with minimal to no supervision
  • Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands

WORK ENVIRONMENT

  • Office environment
  • May necessitate working in busy and loud environment
  • Will be exposed to elements like cold, heat, dust, noise and odor
  • May need to bend, stoop, twist , and pick up heavy materials for short periods of time

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

  • Maintain a safe work environment and confidentiality at all times
  • Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues
  • Organize and prioritize multiple activities to meet all external and internal deadlines
  • Maintain professional demeanor that reflects positively on the agency
  • Demonstrate respect and courtesy toward others
  • Able to thrive in a work environment emphasizing teamwork and collaboration
  • Respond in a timely manner in all aspects of communication
  • Work with minimum supervision
  • Perform other duties as assigned

Job Tags

Full time, Flexible hours,

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