Front Desk/Administrative Assistant II

“Where Miracles Happen Every Day”

JOB SUMMARY: The front desk/administrative assistant is the first point of contact for our guests.  Additionally, this position will provide a wide range of administrative and clerical tasks for the programs onsite.

JOB DUTIES: 

1. Answers phones professionally and timely, directing calls to the appropriate party or program, takes messages as needed.  Ensures there is phone coverage for breaks and vacations. Operates phones primarily during business hours for all programs housed in office area. 
2. Maintains security by following procedures and monitors security systems.
3. Greets visitors in a professional courtesy and respectful manner. Contacts staff members and informs them of visitors’ arrival; handles instructions and communicates with visitors regarding next step.
4. Performs scheduling tasks including:  calendar coordination; reservation of conference rooms and tele-conference services.   
5. Answers questions about the Catholic Charities programs and services offered.
6. Initial intake of complaints or problems brought forth.
7. Types or files correspondence upon request or as assigned. May complete other basic office duties including photocopying, faxing, collating materials, etc. 
8. May run errands as needed or assigned.
9. Responsible for monitoring office systems and equipment and reporting any difficulties to the appropriate personnel (including supervisor). Ensures systems and/or equipment receives technical assistance as needed.
10. Accepts, sorts and distributes mail and deliveries to office personnel.
11. Ensures reception and lobby area are maintained to be neat, orderly and safe. 
12. Maintains strict confidentiality in all tasks. 
13. Acts as point person for scanning and entering documents for client’s needs. 
14. Attends meetings and trainings as scheduled or required. 
15. Accepting/processing payments for clients services when needed. 
16.  Assisting Program clients with necessary documentation and paperwork when requested.
17. Promote ongoing commitment to excellence and continual quality improvement to ensure the highest quality of services to our staff and clients. 
18. Performs other duties as assigned.

JOB REQUIREMENTS:

1. Education /Background: High School or equivalent plus 1 year of clerical experience required.  Bilingual (Spanish) Preferred.
2.  Job Knowledge:  Knowledge of administrative and clerical procedures, fluent in Microsoft Office applications (including Word, Outlook and Excel). Must have good communication skills and be able to multi task during daily work schedule. Great customer service, patience, attention to detail, client focused, and ability to handle pressure in a calm professional manner is imperative to this position. Must be sensitive to cultural differences within the agency and community.
3.  Working Conditions/Physical Demands: Must be able to work in a fast paced environment with interruptions. Must be able to stoop, bend, squat, sit on floor and ambulate over uneven floor surfaces including stairs and steps. Must be able to visually and auditory assess and interact with clients to ensure their safety and wellbeing. May lift up to 25 pounds. Extensive keyboard and data entry. 
4. Other requirements:
   1. Level One Fingerprint clearance or ability to obtain fingerprint clearance; must maintain clearance.

Offering AMAZING benefits: Medical, Dental, Vision, Basic Life, Short-Term Disability, Vacation, Sick Time, 13 Paid Holidays, Flexible Spending Account (FSA), 403(b) match, EAP and Pension Plan

We Value Diversity!

EEO

OUR GUIDING PRINCIPLES

RESPECT

INTEGRITY

ACCOUNTABILITY

COMMITMENT

QUALITY