Part Time Administrative Assistant

Catholic Charities•San Antonio, TX

18h

About The Position

Summary: Responsible to ensure smooth office operations by providing comprehensive clerical support, assisting with incoming referral inquiries, program events, and outreach endeavors. Key responsibilities include answering phones, organizing files (physical/electronic), managing databases, ordering supplies, and preparing documents, typically requiring proficiency in MS Office applications and strong communication skills. Position also requires employee to complete issued trainings and additional follow up trainings to maintain compliance. Other duties include representation of the Program and Catholic Charities in the community.

Requirements

Must be at least 21 years’ old
High school diploma/ GED required
Minimum of 2 years’ experience in office administration, program support, education, case management and /or data entry.
Reliable transportation
Valid driver license
Clean driving record
Valid vehicle liability insurance
Minimum of Minimum of 2 years’ experience in office administration, program support, data entry, and/or any equivalent combination of training and experience that provides the required knowledge, skills and abilities
Extensive working knowledge of community resources and social services
Proficiency with personal computer, email, internet, and computer software including Microsoft Office 365; experience with database systems preferred.
Ability to work in a culturally sensitive manner with people of various backgrounds
Ability to build strong relationships
Demonstrated ability for collaborative work in a team environment, as well as ability to work independently and proactively to meet expected deadlines
Ability to maintain appropriate ethical boundaries and professional relationships
Must be flexible and adaptable, and be comfortable scheduling and rescheduling a day’s activities based on multiple factors.
Must be detail oriented, organized, self-motivated, work well independently and on a team;
Must have good written and verbal skills;
Must have good critical thinking and problem solving skills.

Nice To Haves

Associates degree in business-related field, community health, or child development preferred.

Responsibilities

Complete data entry in designated systems within 3 business days of service completion. Data entry service and assessments into BOX, Charity Tracker, SYNC and other identified systems. Data to include but not limited to; demographics, home visits, screenings, assessments and group meeting attendance.
Completing and submitting end of week/month stats to supervisor
Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary, and summarizes data in preparation of standardized reports
Assists with processing and tracking of client referrals via email, referral screening calls, and outcomes
Running reports in selected data systems to verify data entry and complete updates/edits prior to the end of the month as directed by Director and/or Funder
Work as an active member of Parents as Teachers by overseeing sorting/organizing donations, and assembling supplies, incentives, educational materials to be accessible by the Home Visitors
Report on activities, trainings, and/or special client concerns to the Program Director and other staff during required staff meetings and regular reflective supervision.
Responsible for maintaining inventory of office supplies and material assistance items. In collaboration with Director, create spending plan for necessary supplies and materials.
Adhere to ethical guidelines when purchasing, completing invoices, and processing authorization for payments.
In collaboration with Director, enters and tracks spending and transactions in agency mandated on-line systems and file expenses on a monthly basis.
Ensures forms, materials, and supplies are ordered/purchased, and, when applicable, delivered in a timely manner.
Participate in community outreach activities to solicit support for programs, such as distributing program brochures and information, attending meetings, and providing in-services. Cultivate positive relationships with relevant funding entities, faith-based organizations, donors, social service providers, medical providers and other community resources and services that provide support to families.
Identifies, compiles, and maintains system for tracking community resources, and updates as needed.
Seek out new and updated community resources and topics related to programs.
Ensures marketing materials are available and updated.
Must complete all required professional development assigned in a timely manner
Must be sensitive to the service population’s cultural and socioeconomic characteristics.
Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.
Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
Adherence to the Code of Conduct and the Faith and Moral is mandatory.
Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
Other duties as assigned by the (insert title of supervisor – ex. Senior Director, Program Director, etc.).