Summary: Beacon of Hope (BOH), a Division of Catholic Charities Community Services, is a premier provider of supportive housing for individuals with serious mental illness in New York City. BOH provides multiple levels of residential servicesintheBronx,StatenIsland,andBrooklynwiththegoalofsupportingresidentstoliveinthecommunitywith asmuchindependenceaspossible.TheDataClerk’sprimaryresponsibilitiesincludethepreparationoffinancerelated materials and assistance with Central Office reception. The Data Clerk also provides office support to the BOH staff in the Central Office. As the Data Clerk is granted full access, use and disclosure authorization relative to protected client-relatedhealthinformation,theindividualistomaintainfullcompliancewiththefederalconfidentiality regulations governing electronic medical records and associatedreporting.
Location: 80 Maiden Lane New York, NY 10038
Essential Duties and Responsibilities include the following:
Data:
- Reviews invoices and other related documentation foraccuracy.
- Collects all information related to the preparation ofAFPs.
- Interfaces with BOH Managers and Administrative Assistants to resolve account coding and otherissues.
- Communicates with BOH Managers and Administrative Assistants about the AFP process andstatus.
- Coordinates all AFP related processes with the BOH FiscalManager.
- Files all AFPs in Cognizant to ensure access and accuraterecordkeeping.
- Tracks AFPs in Cognizant and BOH spreadsheets asrequired.
- Prepares AFP related reports to capture program and vendorexpenditures.
- Reviews purchases orders confirming vendor prices and BOHquantities.
- Ensures compliance with IRS 1099 requirements; obtains appropriate documentation fromvendors
- Collects information and prepares spreadsheets for vendorpurchases.
- Coordinates with vendors regarding invoicing and payment inquiries anddiscrepancies.
- Respond to requests for information relating to unpaid invoices and status ofpayment
- Responds to vendor inquiries in a timely manner and keep others updated asindicated.
- Prepare monthly BOH Division credit card vouchers by reconciling in ChromeRiver
- Prepares travel reimbursement and cash advance reports in Chrome River
- Updates Finance Department Reports as required, such as Outstanding Checks Report
- Performs other duties as assigned by Central Office leadership staff
Reception:
- Answer telephones and communicate appropriately with the caller andrecipient.
- Meet and greet clients, staff, andvisitors
- Perform general clerical duties to include, but not limited to: photocopying, mailing, faxing andfiling.
- Sign for and distribute UPS/FED EX/Airborne packages. Prepare such packaged asneeded.
Working conditions and physical demands:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Remain in a stationary position at a work station and use a computer at least 90% of the time.
- Stand and bend to perform office related tasks 10% of thetime.
- Operate a computer and other office equipment; such as a calculator, copier andprinter.
- Ability to lift five pound items for placement, transfer andstorage.
- Ability to meet competingdeadlines.
Qualifications:
Education and/or experience:
- High School Diplomaor equivalent..
- Two years of related office workexperience.
Skills, Licenses, and/or competencies:
- Excellent interpersonal skills and ability to maintain professional relationships.
- Excellent organizational, time-management and communication skills.
- Entry Level Microsoft Office Skills including WORD and EXCEL.
- The ability to use multiple databases simultaneously to record and track information, and preparematerials
- The ability to work well independently and as part ofa team.
Salary: $23 - $25.00 hourly
Schedule: Monday - Friday, 9:00 am - 5:00 pm
Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.
