Division Liaison
Location: New York, NY, United States
Job Type: full-time
Date Posted:
Salary Range: 50000.00 - 50000.00 USD Annually
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Description
Location: 80 Maiden Lane
Summary: This position provides all sites with support functions to ensure that the Alianza Division Director is informed of what is happening at the sites. Will coordinate all of the directors and their sites to ensure that all agency-wide events, activities, and initiatives are supported.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Manage calendar, screen incoming calls, organize internal and external correspondence, and maintain departmental files.
- Under the direction of the Alianza Division Director, act as principal contact/resource person between the Alianza Division and the Finance, Payroll, and HR Departments of CCCS.
- Develop and implement standardized processes and procedures across the Alianza Division to facilitate processing and minimize delays in Approved for Payment forms (AFP) preparation, petty cash and metro card tracking, facilities, and maintenance-related issues, supply ordering and stocking, and other administrative issues. Oversee preparation, approval, and processing of AFPs and review and track monthly reconciliation of budgets with program expenditures.
- Directly supervise and evaluate the SYEP programs and staff, and at minimum, two (2) additional youth programs. Ensure proper coverage for offices and programs in the absence of key staff.
- Assist Division Director in preparing quarterly Catholic Charities Board of Directors and annual financial corporate reports.
- Perform routine office operations, including copying, faxing, mailing documents, and sending emails.
- Process and track invoices and Approval for Payment (AFP) forms.
- Process and track monthly and hourly staff timesheets.
- Prepare and coordinate materials for meetings and special projects.
- Created and managed a database, including accurate data entry and report preparation.
- Access the funding database to retrieve data for monthly staff meetings.
- Attend department meetings as directed.
- Prepare and disperse minutes of staff meetings.
- Assist Division Director with departmental projects, including but not limited to distributing and tracking monthly program data reports.
- Provide support with other projects as assigned.
Position Type and Expected Hours of Work:
This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday. Additional evening and weekend hours will be required, as well as travel.
Working conditions and physical demands required:
The demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully.
• Occasional travel to attend/assist at special events/meetings using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs, and be exposed to outside weather conditions.
• Remain stationary at a workstation and/or use a computer at least 90% of the time, on/off-site.
• Ability to operate standard office equipment, i.e., copier, fax, scanner, postage machine, and printer.
• Ability to use and respond to phone calls.
• Ability to transport/lift and file documents in cabinets.
Pay: $50,000 annually
Qualifications
Education and/or experience required:
• Minimum one (1) year of accredited college credit/courses or two (2) years of business school.
• 3 to 5 years of relevant experience.
Skills, Licenses, and/or competencies required:
• Computer proficiency in MS Office. Must successfully pass eSkills test in MS Word and Word Excel.
• Good interpersonal and organizational skills; ability to work independently.
• Excellent verbal and written communication skills.
• Ability to exercise discretion and good judgment.
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