Resource Assistant - Temporary/Full Time; 6181-401-T

Catholic Charities Brooklyn and Queens•Brooklyn, NY

1d•Onsite

About The Position

Catholic Charities Brooklyn and Queens provides quality social services through over 160 programs and services for children, youth, adults, seniors, and those struggling with mental illness. The Outreach and Community Services division helps individuals and families by providing information, resources, and limited financial assistance. This division operates 20 Food Pantries, distributing 3 million meals annually, and thousands of clients receive emergency care through Outreach Centers, referrals for emergency financial needs, resources, and short-term management. The Resource Assistant will provide general management of office operations and related bookkeeping. This includes overseeing all program billing systems, managing clerical/secretarial staff, and the overall management of the physical plant. The role involves assessing and coordinating the maintenance of premises and equipment, providing information to the Community Outreach Director for budget expense decisions, and developing procedures. The Resource Assistant is responsible for the overall support functions for the program, embracing a fully integrated system of care where staff assess client needs holistically and connect them with necessary services, internal or external to the agency. Key duties include maintaining and coordinating general office services, ensuring all program equipment (photocopier, fax machine, computers, printers) is in working order, and maintaining an accurate and orderly record-keeping system for financial and office records. This role also involves setting up, organizing, and maintaining confidential files and agency documents, monitoring, ordering, and purchasing supplies, and preparing check requests. The Resource Assistant will maintain spreadsheets of program expenses to stay within program budgets, act as a liaison with the Accounting Department and the Administrative Specialist, and be responsible for the weekly Petty Cash Summary to maintain accurate cash flow. The position oversees and monitors accounts payable, accounts receivable, and petty cash funds, and is responsible for the preparation or monitoring of check requests and cash receipts deposits. Additionally, the role oversees and monitors the financial records of clients and monitors the timely completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations, and reports of any incidents/accidents on the premises. The Resource Assistant will also assist with program activities and special projects that promote the overall health and well-being of clients. This includes answering phone messages from the community and outside callers, some of whom may be from a psychiatric population, receiving referral questions, and handling all other calls courteously.

Requirements

High School Diploma
Two years Business experience including office management, word processing, data entry and basic accounting required.
Ability to travel through the five boroughs 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 to Community Outreach Director for budget expense decisions.
Produce procedures.
Provide overall support functions for the program.
Maintain and coordinate general office services.
Ensure all program equipment including photocopier, fax machine, computers, & printers are in working order.
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.
Maintain and oversee accounts payable, accounts receivable and petty cash funds.
Responsible for preparation or monitoring of check requests, cash receipts deposit.
Oversees and monitors financial records of clients.
Monitor the completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations, reports of any incidents/accidents on the premises in a timely manner.
Assist with program activities/special projects that promote the overall health and well-being of clients.
Assist in answering phone messages from the community and outside callers, some of which are placed by a psychiatric population, receiving referral questions and all other calls in a courteous manner.