Job Description

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 Administration Specialist provides administrative support to the COO, General Counsel, CFO and Counsels of Legal Affairs.

DUTIES AND RESPONSIBILITIES
• Maintain calendars
• Set up and coordinate meetings with Boards and committee members,
• Interact with Board of Trustees; organize Board material for Trustees’ meetings
• Organize New Board Member Orientation Packets
• Send out Agency announcements
• Draft correspondence relating to lawsuits, estates, leases and other legal matters
• Maintain all Corporate books and Corporate Compliance Policies manual
• Field incoming calls and redirect to the right parties/departments
• Ensure mail is posted, stamped and properly distributed
• Maintain comprehensive files for Executive Office and Legal Department
• Prepare check requests for various vendors real estate taxes, violations and arbitrators, attorneys’ fees, settlement agreements, staff travel etc.
• Prepare and distribute W-9, State Sales Tax Exemption Certificates for CCBQ and CCNS
• Process account receivables estate bequest checks, maintain estate files and maintain balance sheets
• Petty cash disbursements
• Prepare Cash Receipt Vouchers for Grants, Donations
• Maintain Time & Attendance on a daily basis for Executive, and Administrative staff
• Request real estate tax exemptions from NYC Department of Finance and file annual property registrations with NYC Department of Finance with assistance from Counsel
• Assist with travel arrangements
• Assist with special projects for various departments as needed
• Assist senior staff with correspondence requiring the COO, CFO or Counsels signature
• Perform other duties as assigned.

SPECIFICATIONS FOR EDUCATION/LICENSES/CERTIFICATIONS

• High School Diploma or Equivalent
SPECIFICATIONS FOR EXPERIENCE AND TRAINING

• 3 years previous experience including office management, word processing, data entry and basic accounting required.
• Excellent oral and written communication skills
• Excellent analytical and organizational skills
• Proficient Computer skills including but not limited to Microsoft 365 Office programs
• Ability to create fillable forms, organizational charts.

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.