Resource Assistant - Part -Time; 4292-401-A

Catholic Charities Brooklyn and Queens•New York, NY

23d

About The Position

The Resource Assistant will work as a member of a social services team supporting mentally ill adults with histories of homelessness living in permanent affordable housing. Resource Assistant will provide general management of office and related bookkeeping, overseeing of all program’s billing systems; oversee clerical/secretarial staff; overall management of physical plant; assesses and coordinates maintenance of premises and equipment; provides information for budget expense decisions; responsibilities producing procedures. The agency has embraced the concept of a fully integrated system of care for all consumers of service. This requires that the staff assess the client's needs holistically and see it as their responsibility to connect the client with services needed--internal or external to the agency, regardless of the door to which the consumer enters the system. Maintain and coordinate general office services. Ensure all program equipment including photocopier, fax machine, computers, & printers are in working order. Maintain monthly Financial Ledger with weekly entrees of deposits and fax to fiscal department for processing after administrative review of direct supervisor. Maintain a twelve month calendar for distribution of Personal Needs Allowance checks. Maintain an accurate and orderly record keeping system of financial and office records. Set up, organize, and maintain confidential files and agency documents. Monitor, order, & purchase supplies Prepare check requests; maintain spreadsheets of program expenses to remain within program budgets. Act as liaison with Accounting Department and the Administrative Specialist. Responsible for the weekly Petty Cash Summary in order to keep an accurate and steady cash flow system. Monitor the completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations, reports of any incidents/accidents on the promises in a timely manner. Manage and oversee the O.T.P.S. budget for office maintenance and supplies; provides timely information to Program Manager for budget and expense handling. Maintain data base as required by the Agency and program funding source. Provide information to program participants upon request. Assist with program activities/special projects that promote the overall health and well-being of clients Assists with audits and familiarizing auditors with procedures and record keeping practices. Assist in answering phone messages some of which are placed by a psychiatric population, receiving referral questions and all other calls in a courteous manner. Type meeting agendas, reports & correspondence as requested.

Requirements

High School Diploma or GED
Two years Business experience including office management, word processing, data entry and basic accounting required.
Trained on CERNER/NETSMART
Flexibility to be assigned to another program site in order to provide support staff coverage.
Ability to travel throughout the five boroughs to multiple program sites during all hours of program operation as needed.
Ability to work extended hours as needed (early morning appointments, evenings and Saturdays).
Must be able to occasionally lift and/or move up to 25 pounds.

Nice To Haves

Bilingual Spanish-speaking a plus.

Responsibilities

Provide general management of office and related bookkeeping
Oversee all program’s billing systems
Oversee clerical/secretarial staff
Overall management of physical plant
Assess and coordinate maintenance of premises and equipment
Provide information for budget expense decisions
Produce procedures
Maintain and coordinate general office services
Ensure all program equipment including photocopier, fax machine, computers, & printers are in working order
Maintain monthly Financial Ledger with weekly entrees of deposits and fax to fiscal department for processing after administrative review of direct supervisor
Maintain a twelve month calendar for distribution of Personal Needs Allowance checks
Maintain an accurate and orderly record keeping system of financial and office records
Set up, organize, and maintain confidential files and agency documents
Monitor, order, & purchase supplies
Prepare check requests
Maintain spreadsheets of program expenses to remain within program budgets
Act as liaison with Accounting Department and the Administrative Specialist
Responsible for the weekly Petty Cash Summary in order to keep an accurate and steady cash flow system
Monitor the completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations, reports of any incidents/accidents on the promises in a timely manner
Manage and oversee the O.T.P.S. budget for office maintenance and supplies
Provide timely information to Program Manager for budget and expense handling
Maintain data base as required by the Agency and program funding source
Provide information to program participants upon request
Assist with program activities/special projects that promote the overall health and well-being of clients
Assist with audits and familiarizing auditors with procedures and record keeping practices
Assist in answering phone messages some of which are placed by a psychiatric population, receiving referral questions and all other calls in a courteous manner
Type meeting agendas, reports & correspondence as requested