Resource Assistant N

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.

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. The Resource Assistant will provide general management of office and related bookkeeping, overseeing 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;

and produce procedures.

The agency has embraced the concept of a fully integrated system of care for all consumers of service. This requires that 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, and printers are in working order.
• Maintain monthly Financial Ledger with weekly entries 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, and 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 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 and cash receipts deposit.
• Oversee financial records of clients.
• Monitor completion of staff timesheets, personnel cards, processing of staff insurance claims, payroll authorizations, and reports of any incidents/accidents on the premises in a timely manner.
• Oversee maintenance of various record‑keeping requirements as needed.
• Manage and oversee the O.T.P.S. budget for office maintenance and supplies and provide timely information to Program Manager for budget and expense handling.
• Provide information to supervisors to coordinate record‑keeping systems requirements from all staff.
• Coordinate requirements and services around physical plant and equipment.
• Responsible for general management of office and related areas.
• Responsible for monthly statistical report regarding budget.
• Responsible for monthly accounts receivable report sent to Accounting Department.
• Render prompt and careful attention to all bills received for payment which are sent to Accounting Department via check request.
• Visit program sites to ensure program files are set up according to agency and funding source requirements.
• Maintain database as required by the Agency and program funding source.
• Provide information to program participants upon request.
• Assist with program activities and special projects that promote the overall health and well‑being of clients.
• Cover duties at switchboard when necessary and/or requested.
• Assist with audits and familiarize 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, and correspondence as requested.
• Assist in support staff coverage as needed – including physical location change or phone coverage from regular scheduled program site. This may result in a schedule change due to program operating hours.

High School…