Administrative Assistant II

Catholic Charities Rita da Cascia Community provides unique intensive coordinated case management services to women and their children impacted by chronic illness and homelessness. Families may have substance abuse problems mental health conditions and/or financial needs. Additionally Catholic Charities Rita da Cascia Community operates the nine-unit Catholic Charities Hazel Betsey Community housing program.

Salary: $ 21.57-23.94

Location: Onsite Part Time

Catholic Charities Rita da Cascia Community ensures that women and children are connected to vital medical financial legal and psychiatric services. Through this program families receive assistance with medical case management care coordination and wellness support. Families are brought together through the activities program for stabilization and socialization coordination.

Catholic Charities Rita da Cascia Community is a designated Special Project of National Significance and serves as a major link in the Centers of Excellence collaboration continuum of care through education counseling and treatment coordination.

The Administrative Assistant is primarily responsible for administrative tasks supporting program activities maintaining oversight of the facilities and monitoring the front desk at the program sites.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Develop and coordinate administrative systems to expedite functioning of the program
• Secretarial duties including composition of correspondence and forms
• Compile and maintain program database and spreadsheets
• Assist in preparation of proposals grants audits and program materials
• Maintain database systems inclusive of donor volunteer and client databases
• Generate monthly quarterly and annual reports in coordination with the program staff and the program director.
• Conduct the annual survey in coordination with the rest of the program staff.
• Assist with tracking expenditure and invoicing
• Assist in the review of client files
• Assist and support the work of Case Managers and staff
• Assist with organization and preparation for weekly support group and the family activities program in coordination with the Program Coordinator (This includes meal prep. and/ or driving clients)
• Maintain inventory system and ordering clients food office supplies and program supplies
• Front Desk duties for residents and guests as well as telephone inquiries
• Maintain clean and organized workspace and office environment including the two program vans.

Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time.

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

• Bachelors degree or equivalent experience preferred
• Bilingual English/Spanish preferred

Knowledge Skills & Abilities:

• Proficiency in Microsoft Office in particular Microsoft Database management including writing queries form development and integration of reports with other applications
• A valid California Drivers license is required
• Ability to prioritize tasks strong organizational skills and an ability to work independently
• Skills in typing word processing and office management
• Excellent communication and organizational skills
• Able to listen actively and communicate effectively with individuals and groups and be sensitive to the client population organize own work and follow-through independently
• Goal oriented
• Demonstrated ability to successfully work in a team environment

• Demonstrates the necessary attitudes knowledge and skills to deliver culturally competent services and work effectively in cross-cultural situations.

Prerequisites Required Prior to the First Day of Employment:

Fingerprints: Required

TB Screening

Negative Tuberculosis Test: Required

First Aid

Certificate: Required

COVID-19

Proof of Vaccination: Required

Council on Accreditation (COA) roles

Is responsible for accurate and timely data entry that aids Performance and Quality Improvement (PQI) reporting and case record reviews.

Is responsible for accurate and timely submission of case records.

Serves on a quarterly case record review committee for Performance and Quality Improvement

Serves on department or program Performance and Quality Improvement PQI Committee responsible for monitoring goals and reporting.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Frequent bending standing stooping kneeling reaching twisting and walking.
• Intermittent lifting pushing and pulling.
• Frequent repetitive motions: Making substantial movements (motions) of the wrists hands and/or fingers.
• Light work: Exerting up to 20 - 50 pounds of force occasionally and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• Driving is required for this position.

If driving a car is required for the position incumbent must have a valid California drivers license and be able to provide proof of DMV record and personal insurance (if required.)

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• May include contact with clients with mental health issues who demonstrate behaviors such as use of profanity shouting running away self-harm and violence.
• The worker is occasionally exposed to perfume or scents and personal care products used by employees clients and visitors.
• Noise level in work environment is usually moderate in accordance with a typical office environment.
• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
• Occasionally exposed to perfume or scents in personal care products used by clients.
• Occasional need to interact with clients that may be expressing anger both appropriately and in appropriately.
• The work environment includes contact with many children who may be loud and at times behaviorally challenged.
• The work environment will include children ages 0 months to 5 years old.
• The work environment will include children ages 4 to 17 years old.
• The work environment will include children ages 8 to 14 years old.
• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
• The work environment includes traveling using various modes of transportation.
• The work environment may include driving an agency vehicle.

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.

CATHOLIC CHARITIES IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER and is committed to providing equal employment without regard to race color creed religion national origin ancestry age sex sexual orientation gender identity legal domicile status veteran status disability or AIDS/HIV status or any other characteristic protected under federal or state law.

Pursuant to the San Francisco Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.