The Administrative Assistant – Day & Community Services provides administrative and operational support to Heartshare’s Day and Community Services. This position is responsible for maintaining participant records, supporting admissions and enrollment processes, coordinating meetings, managing attendance and census tracking systems, and assisting program leadership with administrative functions that support quality service delivery.

The Administrative Assistant serves as a key support resource for program staff, families, Care Managers, and agency departments by ensuring documentation is organized, records are maintained accurately, and administrative processes are completed in a timely and professional manner.

Essential Functions and Primary Responsibilities of Position:

Administrative Support

• Provide administrative support to Day & Community Services leadership and program teams.
• Maintain organized electronic and paper filing systems.
• Prepare, distribute, and maintain departmental documents, forms, and correspondence.
• Respond to routine inquiries from staff, families, Care Managers, and external stakeholders.
• Maintain confidentiality of participant and agency information in accordance with HIPAA and agency policies.
• Assist with special projects and administrative assignments as requested.

Community Participant Records & Documentation

• Maintain participant files and ensure required documentation is current and properly organized.
• Upload and maintain participant records in PrecisionCare and other agency systems.
• Track and monitor Life Plans, LCEDs, consent forms, authorizations, and other required documentation.
• Maintain document tracking logs and notify supervisors of upcoming due dates or missing documentation.
• Assist with record reviews and file organization to support compliance and audit readiness.

Day & Community Purchasing & Administrative Support

• Coordinate ordering of program supplies, materials, and equipment.
• Manage OMNY card requests, distribution, and inventory tracking.
• Prepare monthly credit card reconciliation reports and supporting documentation.
• Support accounts receivable tracking and routing of information to appropriate departments.

Community Attendance & Census Tracking

• Maintain attendance records and tracking systems for assigned programs.
• Review attendance data for completeness and accuracy.
• Assist with census and roster reports.

Community Life Plan & Program Related Meetings

• Coordinate meeting logistics, invitations, reminders, and meeting materials.
• Schedule program-related meetings.
• Maintain meeting calendars and scheduling trackers.
• Track meeting attendance and required follow-up items.
• Assist with distribution and collection of meeting-related documentation.

Community Program Administrative Support

• Support administrative functions related to weekend and community-based respite services.
• Maintain respite attendance records and participation logs.
• Assist with preparation of participant rosters and activity schedules.
• Support communication with families regarding respite services and schedules.

Data Entry & Reporting

• Enter and maintain participant and program information in agency databases.
• Update departmental tracking spreadsheets and reports.
• Monitor data accuracy and identify missing information.
• Assist with preparation of reports requested by leadership.
• Maintain administrative dashboards and tracking tools as assigned

Customer Service & Communication

• Serve as a professional and courteous point of contact for families, Care Managers, staff, and community partners.
• Maintain positive working relationships with internal and external stakeholders.
• Support participant and family engagement efforts through timely communication and follow-up.
• Represent HeartShare in a professional manner consistent with agency values and mission.

Additional Responsibilities

• Participate in required trainings, staff meetings, and professional development activities.
• Assist with department events, initiatives, and special projects.
• Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.

• High School Diploma or GED required

• Associate Degree or coursework in Human Services, Business Administration, Public Administration, Healthcare Administration, or a related field preferred

• Minimum one (1) year of administrative support, office administration, customer service, or clerical experience.

• Strong organizational and time management skills.

• Experience working with multiple priorities and deadlines.

• Experience working in OPWDD, healthcare, education, nonprofit, or human services settings.

• Experience maintaining records, databases, or participant files.

• Familiarity with PrecisionCare, CHOICES, Paycom, Microsoft Office, or similar systems.

• Strong organizational skills and attention to detail.

• Excellent verbal and written communication skills.

• Strong customer service and interpersonal skills.

• Proficiency with Microsoft Office Suite, Outlook, Excel, and database systems.

• Ability to work independently and collaboratively as part of a team.

• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

• Ability to learn agency systems, policies, and procedures.

Benefits

What we offer once YOU join our growing family:

At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding Work in a team environment.

• Paid vacation, sick, personal days, and holidays.

• 403(B) retirement plans with employer contribution.

• Health, dental, vision and life insurance.

• Employee Assistance Program (EAP).

• Flexible spending account (Dependent Care, Medical, Parking, and Transit).

• Employee Appreciation Programs and Events.

• Tuition Assistance Program.

• Professional Development opportunities.

• Gympass Discount

• Verizon Wireless Discount.

• BJs Membership discount.

• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

Heartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and

underestimated.

To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook