Front Desk/Admin Assistant

Description

Work Hours: 8:30 a.m. - 5:00 p.m. Workdays: Monday – Friday Location: 5315 Summit Parkway

Mission: The mission of Catholic Charities is to provide for the needs of our community through selfless service under the sign of love.

Summary

The front desk/ admin assistant will be the first point of contact between the public and Caritas Legal Services by answering a multiline phone and receiving the public for consultations. This position is also required to assist staff with various office tasks such as, making copies, filing, taking mail, processing payments etc. Will also be required to communicate in Spanish, verbally and in writing with the public. Will also be required to assist staff with file and data management of clients.

Position Responsibilities

• *Answers the telephone and directs the calls to the appropriate individual.
• *Receives clients walking in for consultations or appointments and assists with filling of forms.
• *Accepts credit card and other forms of payments from clients.
• *Making copies and organizing client files when requested by staff.
• *Translate documents from Spanish to English and assist non-Spanish staff with clients.
• *Refers clients for supplemental services as appropriate.
• Receives mail and assures its distribution and/or mailing.
• Completes tasks when requested by the Senior Director and Immigration Director.
• Assists in preparation for outreach presentations and attends outreach events.
• Fully participates in all Department-sponsored functions.
• Helps maintain client database and assist staff in maintaining file structure and data.
• Must complete all required training 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 Senior Director and/or Immigration Director
  
  

Competency

Integrity/Honesty

Resilience

Thorough

Customer Service

Teamwork

Requirements

Minimum Qualifications:

• Education
• High School Diploma or GED.
• Experience
• Minimum of 2 years’ experience in customer service with at least 1 years of experience in public relations.
• License and Credentials
• Reliable transportation
• Valid driver license, must have clean driving record
• Valid vehicle insurance
• Bilingual in Spanish and English preferred
  

Minimum Knowledge And Skills

• Minimum of 2 years’ experience in Microsoft including outlook, data entry and answering calls
• Extensive working knowledge of customer service, and credit card payments
• Experience with computer software and Microsoft suite
• A solid grasp of balancing account and Customer Service
• 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
  
  

Disclaimer

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.) ** This is a Grant funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position.**

Catholic Charities is an Equal Opportunity Employer. To view this and other employment opportunities please visit our website at www.ccaosa.org. You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.