Catholic Charities of the Archdiocese of New York

Operations

• Work daily in a proprietary database to complete an array of data entry tasks for a variety of client submissions, ensuring that database records are accurate, consistent, and current.
• Support CCOF clients by providing high-quality customer service in both Spanish and English via phone and email correspondence regarding general questions and client online portal assistance.
• Independently manage workload to ensure timely completion of tasks to meet deadlines and support team goals. Complete quality and quantity of work on par with other Certification Operations Assistants of similar tenure.
• Conduct peer-to-peer training and follow-up for new team members to ensure that they are proficient in their responsibilities and work efficiently and effectively to contribute to the team's success.

Bilingual Certification Operations Assistant, Spanish

• Work daily in a proprietary database to complete an array of data entry tasks for a variety of client submissions, ensuring that database records are accurate, consistent, and current.
• Support CCOF clients by providing high-quality customer service in both Spanish and English via phone and email correspondence regarding general questions and client online portal assistance.
• Independently manage workload to ensure timely completion of tasks to meet deadlines and support team goals. Complete quality and quantity of work on par with other Certification Operations Assistants of similar tenure.
• Conduct peer-to-peer training and follow-up for new team members to ensure that they are proficient in their responsibilities and work efficiently and effectively to contribute to the team's success.
• Work daily in a shared email inbox to upload client submissions into the database, process them, and assign workload to Certification staff, including rush and expedited requests (high priority submissions with short turnaround timelines). Complete data entry for various client updates such as transitional/organic parcel status changes, parcel and product additions, renewals, surrenders, and other updates.
• Process new client applications including completing data entry, processing payments, and following up with applicants.
• Respond to general inquiries from CCOF clients in both Spanish and English and provide excellent customer service for incoming phone calls and email inquiries. Accept and transfer calls to appropriate staff in a timely and courteous manner.
• Assist the Front Desk, Accounting, New Applicant Support, and Certification staff by answering questions regarding client submissions and communications.
• Process inspection report documents and assign inspection reports for review.
• Process Export Certificate and NOP Import Certificate requests and answer client questions.
• Support team workload by completing special projects, updating work instructions, and demonstrating initiative to improve administrative system efficiencies.
• Attend and contribute to biweekly Certification Operations Team meetings and recurring staff meetings. Monitor internal communications to maintain knowledge of current topics, updates, and announcements.
• Provide Spanish translations for team members and team resources (e.g., email templates and signatures, Certification Operations internal procedures, contextual explanations, and refine email drafts following initial machine translation). Review translated materials to ensure accuracy, appropriate tone, and technical correctness. Support special projects and participate in Spanish Services meetings as needed.

Bilingual Certification Operations Assistant

General

• Develop investigation plans and ensure consistent application of NOP regulations and Handbook.
• Execute investigation and sampling plans in collaboration with the Inspection Operations Department.
• Effectively manage an ongoing and dynamic workload of complaints, investigations, and positive sample results.
• Review inspection reports, positive sampling results and investigation results in a timely manner.
• Review high-risk client files and Major Noncompliance Inspection Reports.
• Complete and send complaint reports to the CA SOP and NOP and issues resolution notices to nongovernmental complainants.
• Make nuanced decisions and recommend compliance outcomes based on analysis of compliance information.
• Assist in the development of investigation tools and resources, e.g. Action Item templates, Work Instructions, and Intact Platform text templates.
• Provide technical services to certified organic clients, including reviewing and communicating with certified operations about mid-year updates, such as new land, input materials, suppliers, labels, etc.
• Communicate with clients to provide written and verbal instructions regarding compliance to all applicable standards.
• Review new certification applications, mid-year updates, and/or inspection reports to ensure timely review.
• Work daily with a complex, proprietary database to perform the regular tasks of the job and to ensure that database records are consistent and current.
• Ensure that the CCOF Quality System is implemented.
• Work on special projects as required.

Farm Investigations Specialist

Accounting Manager

• Coordinate day-to-day accounting functions including Accounts Receivable and Accounts Payable for multiple grants and programs.
• Perform grant and fund accounting functions including restricted funds tracking, revenue recognition and expense allocation among entities and programmatic cost centers.
• Perform monthly reconciliations (bank, restricted net assets, restricted cash accounts, receivables, payables, deferred revenue, etc.).
• Maintain financial reports and internal schedules for grants, programs, and restricted funds.
• Correspond with members and donors via email and phone in both English and Spanish to answer questions and follow up on past due accounts.
• Support Accounting and Finance management staff in strengthening internal controls, improving processes and implementing new workflows and software systems.
• Perform other assigned accounts receivable and general accounting tasks across CCOF’s multiple entities.

Bilingual Certification Operations Assistant, Spanish

Bilingual Certification Operations Assistant

Farm Investigations Specialist

Senior Accounting Specialist, Bilingual