Job description

For over 117 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.

Queens Care Coordination provides services to individuals with a history of serious mental illness and/or multiple hospitalizations. Services are tailored to meet individual needs. Services include treatment planning, connecting patients with necessary mental and physical health providers, medication education and management, assistance with benefits and entitlements, client empowerment, and Wellness Recovery Action Plan (WRAP) education.

STATEMENT OF THE JOB:
The Secretary has the responsibility of performing clerical, receptionist and secretarial tasks for the program. The Secretary will provide general oversight of the office and the front desk. The Secretary will be responsible for typing reports and correspondence, filing of paperwork in client and administrative charting, route incoming and outgoing mail, messages and telephone calls. The Secretary will set-up, organize and maintain filling system, charts, printers, and instruct staff regarding office procedures, basic computer and printer operations. Duties include but are not limited to tracking and recording time and attendance, coordinating maintenance of premises and equipment, and keeping inventory of program property on site. The Secretary is expected to maintain a professional and ethical disposition at all times.

• Oversee and operate front desk functions, including accurately taking messages, routing calls and mail, greeting visitors and managing filing. Provides office coverage.
• Operate and maintain in working order the telephone, photocopier, fax machine, computers and printers.
• Maintain updates of inventory logs, training log, client contact tracking logs, etc.
• Assure proper documentation and reconciliation of wraparound funds, obtain signatures, consolidate and delivery to appropriate offices.
• Creates systems to monitor and update staff credentials & maintain records of BHS staff trainings.
• Maintains the programs personnel time cards, reviews staff sign in sheets, update time cards with vacation / time off / sick leave request.
• Maintains staff schedules, time sheets, and attendance cards in audit readiness.
• Monitors the completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations, payroll deductions, & reports of any incidents/accidents on the premises in a timely manner.
• Orders supplies including stationary, business cards, and telecommunication devices and keeps accurate inventory.
• Coordinates maintenance appointments and services around physical plant and equipment.
• Render prompt and careful attention to all bills received for payment and assist with preparation or monitoring of payments, which are sent to Accounting Department via check request.
• Create forms, file documents and make copies as necessary.
• Open and close facility as necessary.
• Monitor, order and purchase supplies.
• Dispense Petty Cash, tokens, wraparound funds to staff.
• Pick up and distribute payroll and other checks to staff.
• Act as messenger and travel to other programs and main office as needed.
• Maintain back-up files on all material prepared and submitted.
• Prepare Statistical Reports, as required.
• Complete and update staff program ID cards.
• Participates in the supervisions, case conferences, team and staff meetings, and other program meetings, as required.
• Available for other Support functions at the discretion of Clinical Director and/or Staff Services Coordinator.
• Will perform other related duties as requested or assigned by agency management.
• Participates in staff and other program meetings.
• Special projects for Clinical Director as needed.
• Provides office coverage for support staff and to other CCNS programs as needed.
• Attends off-site meetings as requested.

QUALIFICATIONS:

• High School Diploma or GED required. Associates Degree preferred.
• One year previous secretarial experience required.
• Time management and organizational skills are essential
• Excellent oral & written communication skills.
• Excellent Computer skills; knowledgeable in Microsoft office.
• Bilingual/Spanish speaking preferred
• Must be able to occasionally lift and/or move up to 25 pounds.
• Frequenting walking, sitting, talking or hearing.
• Occasional standing, stooping, & kneeling.
• Should be able to operate a computer keyboard, mouse, & office equipment.
• Ability to read printed materials and computer screens.
• Ability to work flexible hours, including weekends, evenings according to the needs of program operation.
• Ability to travel throughout the five boroughs as needed or required.

BENEFITS:

• 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.

For more information on our organization, please visit our website at: www.ccbq.org EOE/AA.

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