Secretary

Overview

Catholic Charities of Buffalo is seeking a dedicated full‑time Secretary to support our Behavioral Health unit, the Monsignor Carr Institute (MCI), in delivering exceptional care to our community. This vital role ensures the smooth daily operations of a fast‑paced outpatient clinic and helps create a warm, professional, and inclusive environment for clients, visitors, and staff. The Secretary provides comprehensive administrative and receptionist support, including managing phone calls, scheduling appointments, fee collection, data entry, insurance verification, chart organization, and a wide range of general office functions. With frequent interaction across a diverse client population, this position requires a compassionate, courteous, and service‑driven approach. Join a team of committed professionals who value inclusivity, empathy, and empowerment as we work together to help individuals live healthier, more fulfilling lives.

Catholic Charities is non-profit human services agency that strives to empower individuals, children, and families across the eight counties of Western New York. For more than 100 years, Catholic Charities of Buffalo has provided HOPE to individuals and families of all faiths, backgrounds, and circumstances.

As the most comprehensive provider of human services in Western New York, Catholic Charities delivers wide-ranging programs to address systemic poverty, sudden financial crisis, hunger, behavioral health, workforce readiness, family stability, legal immigration and resettlement, and help for older adults. As a trauma-informed agency, we strive to support the total wellbeing of clients and employees.

Catholic Charities prioritizes wellness and diversity through various committees such as: CARE (Compassion, Acceptance, Respect for Everyone) Committee to create an inclusive environment where every individual feels seen, heard, and valued; Trauma-Informed Care (TIC) Committee to lead agency efforts in creating and maintaining a trauma-informed workplace; Wellbeing Committee to empower staff to reach their full potential through personal wellness and community support; and the Safety Committee to maintain a physically and psychologically safe and welcoming environment for all.

Job Responsibilities

• Greet and check in clients, visitors, and vendors; promptly notify staff of arrivals.

• Answer, operate, and route calls on a multi-line switchboard.

• Schedule client appointments and manage calendar coordination with professional staff.

• Collect and record patient fees; issue receipts.

• Verify client insurance, contact information, and account balances.

• Perform data entry including demographic and insurance updates in the Electronic Medical Record.

• Organize and maintain charts, paper records, and filing systems.

• Complete and distribute reports, statistics, meeting minutes, and other documents as assigned.

• Assist with medication prior authorizations, lab calls, and filing of scripts as directed.

• Handle and route incoming/outgoing mail and faxes.

• Monitor waiting room activity and support client needs or concerns.

• Maintain office supply inventory and order materials as needed.

• Ensure clinic spaces and equipment remain clean, safe, and functional.

• Open and/or close the clinic on assigned days.

• Provide coverage for other administrative staff during lunch, vacation, or sick time.

• Perform other duties as assigned.

Qualifications

• High school diploma or GED required.

• Minimum of 2 years of paid experience in a medical office setting (preferred).

• Experience with Electronic Medical Record (EMR) systems (preferred).

• Proficiency in Microsoft Windows, Microsoft Office, and general computer applications.

• Strong written, verbal, and interpersonal communication skills.

• Ability to operate a multi-line switchboard.

• Accurate typing and data entry skills.

• Pleasant, professional demeanor with strong customer-service orientation.

• Knowledge of third‑party insurance procedures (preferred).

• Ability to respond professionally to diverse client needs, concerns, and issues.

Why You'll Love Working Here

• 40 hours per week

• 13 paid holidays

• 25 PTO days per year (Pro-rated based on first year start date)

• Comprehensive health, dental & vision offerings for full-time

• Employer-paid life insurance for full-time

• Ancillary benefit offerings for full-time

• Flexible Spending Account (FSA) option for full-time

• Health Savings Account (HSA) when electing a high deductible health plan for full-time

• Employer-paid Employee Assistance Program (EAP)

• 403b Retirement Plan (Eligible after first pay period) with employer contribution after six months

Applicants must reside in New York State to be considered.

Compensation range may vary based on factors including but not limited to skills, education, location and experience.

Apply today at: https://ccwny.applicantpro.com/jobs/

As an Equal Opportunity Employer, Catholic Charities of Buffalo is committed to providing equal employment opportunities to all individuals, regardless of race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. Catholic Charities of Buffalo will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities, unless such accommodations would impose an undue hardship on the operation of the business. If you require reasonable accommodation during the application or interview process, please contact recruitment@ccwny.org.