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POSITION OVERVIEW  

The Workforce & Administrative Specialist supports workforce stability, payroll accuracy, purchasing coordination, and administrative compliance across Block Institute's Adult Residential Services programs.  

This role helps ensure residential programs maintain appropriate staffing coverage, timely payroll processing, accurate workforce records, and efficient ordering of program supplies, food, and operational resources. The position works closely with ARS leadership to support uninterrupted operations, budget-conscious purchasing, and documentation practices that align with agency standards, OPWDD expectations, and internal compliance requirements.  

ESSENTIAL DUTIES AND RESPONSIBILITIES  

Staffing Coordination  

Coordinate daily staff callouts and assist with securing timely shift coverage across assigned residential programs.  

Maintain approved staffing schedules, workforce rosters, and staffing pattern documentation.  

Communicate staffing changes, coverage gaps, and scheduling concerns to appropriate ARS leadership.  

Monitor staffing needs and support proactive planning to reduce uncovered shifts and operational disruption.  

Payroll and Attendance Administration  

Compile, review, and submit payroll documentation in accordance with agency deadlines.  

Verify attendance records for accuracy, completeness, and consistency with approved schedules.  

Track and review overtime coding to support payroll accuracy and budget oversight.  

Follow up on missing, incomplete, or inconsistent timekeeping documentation.  

Maintain payroll-related records in an organized and audit-ready manner.  

Purchasing, Supplies, and Budget Support  

Process and track program supply, food, and operational orders within approved budget parameters.  

Maintain accurate purchasing records, receipts, petty cash documentation, and related approvals.  

Support timely ordering to ensure residential programs have necessary supplies for daily operations.  

Identify purchasing concerns, supply delays, or budget-related issues and communicate them to leadership. 

Workforce Compliance and Documentation  

Track onboarding documentation, required training, credential compliance, and workforce-related records.  

Maintain accurate administrative tracking tools for staffing, training, credentials, payroll, and purchasing.  

Support compliance with OPWDD standards, agency policies, and internal documentation requirements.  

Ensure records are complete, organized, confidential, and readily available for review or audit.  

Administrative and Program Support  

Provide administrative support to ARS leadership as needed.  

Assist with preparing reports, tracking logs, schedules, spreadsheets, and operational summaries.  

Communicate professionally with program leadership, direct support staff, administrative departments, and external vendors.  

Promote organized, consistent, and accountable administrative practices across assigned programs.  

PERFORMANCE STANDARDS AND ACCOUNTABILITY  

The Workforce & Administrative Specialist is expected to meet the following standards:  

Required staffing coverage is maintained across assigned programs.  

Payroll submissions are completed accurately and submitted by agency deadlines for each pay period.  

Attendance records and overtime coding are reviewed for accuracy and completeness.  

Overtime utilization is tracked weekly and communicated in alignment with approved thresholds.  

Program supply, food, and operational orders are processed in a timely manner and within approved budget parameters.  

Petty cash, purchasing, payroll, and staffing documentation are maintained in audit-ready conditions.  

Workforce credential and training compliance records are tracked accurately and consistently.  

Administrative documentation aligns with agency policy, OPWDD expectations, and internal compliance standards.

• An associate degree is required. 

• Minimum two (2) years of experience in staffing coordination, payroll administration, scheduling, administrative operations, or residential program support. 

• Proficiency in Microsoft Word, Excel, and general office technology. 

• Strong organizational, analytical, and communication skills. 

• Ability to manage multiple priorities, meet deadlines, and maintain accurate records. 

• Ability to handle confidential employee, payroll, and program information with discretion. 

• Strong attention to detail and commitment to documentation accuracy. 

• Ability to work collaboratively with program leadership, administrative teams, and direct support staff. 

PREFERRED QUALIFICATIONS 

• Bachelor's Degree preferred. 

• Experience in an OPWDD-funded, residential, healthcare, human services, or other regulated service environment is strongly preferred. 

• Experience with payroll systems, scheduling platforms, purchasing systems, workforce tracking tools, staffing patterns, overtime monitoring, compliance documentation, and audit preparation preferred. 

Benefits:

• Competitive salary
• Medical and dental insurance
• Paid time off – vacation and sick leave
• 403(b) retirement account
• Professional development opportunities
• Commuter benefits plan

The Block Institute is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate based on race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity or expression, genetic information, military or veteran status, or any other status protected under federal, state, or local law, including New York City Human Rights Law. We encourage applications from all qualified individuals and ensure fair treatment in every step of the hiring process.