Administrative Secretary - Full Time; 2229-402-A

Catholic Charities Brooklyn and Queens•New York, NY

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. Our HomeBase Homelessness Prevention Programs provide services to those who are at risk of entering a shelter due to rental arrears, overcrowding or substandard housing, and to those who have a prior shelter history as part of aftercare services. Services may include case management, tenant/landlord mediation, advocacy/benefit entitlements, short-term financial assistance, referrals and varied workshops that can help individuals who are at risk of homelessness. STATEMENT OF THE JOB: Under the supervision of the Director, performs reception and secretarial duties and functions as back up to the Administrative Assistant. Provide professional telephone and office reception. Screen calls and walk-ins regarding basic client information such as name and address, initial pre-screening. Transfer telephone calls, take messages. Greet clients and guests and direct them to appropriate person or meeting place. Keep track of appointments for the office (clients, groups, agency meetings); set up and clean-up for meetings. Handle and distribute deliveries made to the building (mail, supplies, and donations). Perform all clerical duties which include, but are not limited to the following: handle incoming and outgoing correspondence, type and prepare client and agency related correspondence (letters, memos), copying, filing, faxing, create and edit agency forms. Perform data entry for the program database. Maintain professional appearance of the reception office and waiting room.

Requirements

High School Diploma or GED.
Business experience including office clerical, data entry and basic accounting required.
Capacity to handle multiple tasks at one time: typing, phone and clerical duties. Ability to be flexible and use discretion.
Ability to work flexible hours, including weekends, evenings according to the needs of program operation.
Must be able to lift up to 25 pounds.
Frequent standing, sitting, talking, reading, writing, and hearing.

Nice To Haves

Bilingual Spanish/English preferred.

Responsibilities

Provide professional telephone and office reception.
Screen calls and walk-ins regarding basic client information such as name and address, initial pre-screening.
Transfer telephone calls, take messages.
Greet clients and guests and direct them to appropriate person or meeting place.
Keep track of appointments for the office (clients, groups, agency meetings); set up and clean-up for meetings.
Handle and distribute deliveries made to the building (mail, supplies, and donations).
Perform all clerical duties which include, but are not limited to the following: handle incoming and outgoing correspondence, type and prepare client and agency related correspondence (letters, memos), copying, filing, faxing, create and edit agency forms.
Perform data entry for the program database.
Maintain professional appearance of the reception office and waiting room.