What are the responsibilities and job description for the Data Clerk position at Catholic Charities and Careers?
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 services in the Bronx, Staten Island, and Brooklyn with the goal of supporting residents to live in the community with as much independence as possible. The Data Clerk’s primary responsibilities include the preparation of finance related 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-related health information, the individual is required to maintain full compliance with the federal confidentiality regulations governing electronic medical records and associated reporting
Essential Duties and Responsibilities include the following:
Data:
- Reviews invoices and other related documentation for accuracy.
- Collects all information related to the preparation of AFPs.
- Interfaces with BOH Managers and Administrative Assistants to resolve account coding and other issues.
- Communicates with BOH Managers and Administrative Assistants about the AFP process and status.
- Coordinates all AFP related processes with the BOH Fiscal Manager.
- Files all AFPs in Cognizant to ensure access and accurate recordkeeping.
- Tracks AFPs in Cognizant and BOH spreadsheets as required.
- Prepares AFP related reports to capture program and vendor expenditures.
- Reviews purchases orders confirming vendor prices and BOH quantities.
- Ensures compliance with IRS 1099 requirements; obtains appropriate documentation from vendors
- Collects information and prepares spreadsheets for vendor purchases.
- Coordinates with vendors regarding invoicing and payment inquiries and discrepancies.
- Respond to requests for information relating to unpaid invoices and status of payment
- Responds to vendor inquiries in a timely manner and keep others updated as indicated.
- Prepare monthly BOH Division credit card vouchers by reconciling in Chrome River
- 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 and recipient.
- Meet and greet clients, staff, and visitors
- Perform general clerical duties to include, but not limited to: photocopying, mailing, faxing and filing.
- Sign for and distribute UPS/FED EX/Airborne packages. Prepare such packaged as needed.
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 the time.
- Operate a computer and other office equipment; such as a calculator, copier and printer.
- Ability to lift five pound items for placement, transfer and storage.
- Ability to meet competing deadlines.
Qualifications:
Education and/or experience:
- High School Diploma or equivalent..
- Two years of related office work experience.
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 prepare materials
- The ability to work well independently and as part of a team.
Salary: $23 - $25.00 hourly
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.
Salary : $23 - $25