Clerical - Administrative Assistant South Bend

 

CATHOLIC CHARITIES

JOB DESCRIPTION

 

Title: Clerical (Administrative Assistant), West Region Office

 

Job Summary:

Provides a range of administrative, project support, and receptionist services to the West Region Director and professional staff.

 

Major Responsibilities:

1.     Records and balances all cash and checks received on a daily basis, including both donations and client fees.  Handles bank deposits.  Manages office petty cash fund.

2.     Performs duties related to the preparation and documentation of client records, including creating case numbers and entering weekly unit sheets including counseling.

3.     Provides receptionist services along with receiving clients and visitors.  Informs appropriate staff of their arrival.  Monitors and oversees the appearance of the waiting area on an as needed basis.

4.     Responsible for processing incoming calls to the agency.  Screens telephone inquiries and routes calls to the appropriate department, staff member, and back-up as required.  Forwards calls to voice mail if staff is unavailable. This is an as needed basis.

5.     Registers and records client appointments and records payments.  Maintains and tracks schedule for staff members. This is an as needed basis.

6.     Maintains stock of office supplies.  Orders and distributes all incoming supplies.

7.     Provides administrative support to the West Region Services Administrator and professional staff, including placing phone calls, maintaining spreadsheet records, and special projects.

8.     Assists in gathering data for various grant applications, proposals, etc.

9.     Assists in maintaining databases as necessary.

10.  Assists with the office mail distribution.

11.  Operates a wide range of office equipment, including personal computer, photocopier, postage meter, and fax machine.

12.  Provides communication and support to staff as required.

13.  May assist with recruiting and support of volunteers.

14.  Participates in educational and training activities to improve job-related skills.

15.  Assumes additional appropriate duties and responsibilities as required.

16.  Demonstrates the ability to be sensitive and aware of the service populations’ diverse economic, cultural and ethnic background.

17.  Nothing in this job description restricts the agency’s right to assign or reassign duties and responsibilities to this job at any time.



 

Working Relationships:

* Reports to:                West Region Administrator

* Supervises:               None

* Classification:          Regular, Non-exempt

 

Minimum Qualifications:

High School education with at least 12 months of post high school education in business office training with at least 12 credit hours in computer-related classes.  At least one year of word processing and spreadsheet experience required.  Demonstrated typing speed of 65 WPM. At least 2 years work experience that involved working with the public, coordinating tasks, and taking phone messages.  Excellent people skills with those from outside the agency as well as other staff and volunteers.  Good decision-maker.  Open, direct and clear communicator, both verbally and in writing.  A schedule flexible enough to work over time when needed.  The ability to lift up to 35 pounds as needed. Must have a valid driver’s license with clean driving record. Maintain vehicle liability insurance coverage, $100,000 per person and $300,000 per occurrence.

 

Physical Requirements:

Hearing, vision, speech, manual dexterity, and mobility.

 

 

Starting Salary:            $9.00