Administration Specialist;8089-401-N

Catholic Charities Brooklyn and Queens•Brooklyn, NY

21h

About The Position

For over 125 years, Catholic Charities Brooklyn and Queens has been providing quality social services to the neighborhoods of Brooklyn and Queens and currently offers 160-plus programs and services for children, youth, adults, seniors, and those struggling with mental illness. The Administration Specialist provides administrative support to the COO, General Counsel, CFO and Counsels of Legal Affairs.

Requirements

High School Diploma or Equivalent
3 years previous experience including office management, word processing, data entry and basic accounting required
Excellent oral and written communication skills
Excellent analytical and organizational skills
Proficient Computer skills including but not limited to Microsoft 365 Office programs
Ability to create fillable forms, organizational charts.

Responsibilities

Maintain calendars
Set up and coordinate meetings with Boards and committee members
Interact with Board of Trustees; organize Board material for Trustees’ meetings
Organize New Board Member Orientation Packets
Send out Agency announcements
Draft correspondence relating to lawsuits, estates, leases and other legal matters
Maintain all Corporate books and Corporate Compliance Policies manual
Field incoming calls and redirect to the right parties/departments
Ensure mail is posted, stamped and properly distributed
Maintain comprehensive files for Executive Office and Legal Department
Prepare check requests for various vendors real estate taxes, violations and arbitrators, attorneys’ fees, settlement agreements, staff travel etc.
Prepare and distribute W-9, State Sales Tax Exemption Certificates for CCBQ and CCNS
Process account receivables estate bequest checks, maintain estate files and maintain balance sheets
Petty cash disbursements
Prepare Cash Receipt Vouchers for Grants, Donations
Maintain Time & Attendance on a daily basis for Executive, and Administrative staff
Request real estate tax exemptions from NYC Department of Finance and file annual property registrations with NYC Department of Finance with assistance from Counsel
Assist with travel arrangements
Assist with special projects for various departments as needed
Assist senior staff with correspondence requiring the COO, CFO or Counsels signature
Perform other duties as assigned.