What are the responsibilities and job description for the Resource Assistant - Full-time; 4205-401-N position at Catholic Charities Brooklyn and Queens?
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.
Jamaica Community Living Programs provides services to adults with a severe mental illness, a DSM diagnosis is required for a client to be eligible for services and need of housing. Brooklyn, Queens and Jamaica Programs are scattered site housing and do not have clients living in one building.
STATEMENT OF THE JOB:
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.
Jamaica Community Living Programs provides services to adults with a severe mental illness, a DSM diagnosis is required for a client to be eligible for services and need of housing. Brooklyn, Queens and Jamaica Programs are scattered site housing and do not have clients living in one building.
STATEMENT OF THE JOB:
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.
- 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.
- 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 promises in a timely manner.
- Oversee maintenance of various record keeping requirements on an as needed basis.
- 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.
- Provide information to supervisors to coordinate record keeping systems requirements from all staff.
- Provides coverage to other IHW sites as needed.
- Responsible for monthly statistical report regarding budget and for monthly accounts receivable report sent to Accounting Department.
- Set up & dismantle meeting space.
- Visit program sites to ensure program files set up according to agency and funding source requirements.
- Maintain data base as required by the Agency and program funding source.
- 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
- High School Diploma or GED.
- Two years Business experience including office management, word processing, data entry and basic accounting required.
- Detailed oriented and possess prior experience managing projects.
- Excellent written and verbal communications skills. Proficient in computer software applications, Excel and Microsoft Office.
- Bilingual Spanish-speaking a plus.
- Must be able to occasionally lift and/or move up to 25 pounds.
- Ability to travel throughout the five boroughs to multiple program sites during all hours of program operation as needed
- We offer competitive salary and excellent benefits including:
- Generous time off (Vacation/ Personal Days/ Sick Days/ Paid Holidays annually)
- Medical
- Dental
- Vision
- Retirement Savings with Agency Match
- Transit
- Flexible Spending Account
- Life insurance
- Public Loan Forgiveness Qualified Employer
- Training Series and other additional voluntary benefits.