Catholic Charities SF
Bilingual Administrative Assistant II
Catholic Charities SF, San Francisco, California, United States, 94199
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.
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 management's 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
Bachelor's degree or equivalent experience 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 Driver’s 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 TB Screening –
Negative Tuberculosis Test:
Required
First Aid
Certificate:
Required
COVID-19
Proof of Vaccination:
Required
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
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 driver's license and be able to provide proof of DMV record and personal insurance (if required.)
WORK ENVIRONMENT
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.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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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 management's 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
Bachelor's degree or equivalent experience 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 Driver’s 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 TB Screening –
Negative Tuberculosis Test:
Required
First Aid
Certificate:
Required
COVID-19
Proof of Vaccination:
Required
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
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 driver's license and be able to provide proof of DMV record and personal insurance (if required.)
WORK ENVIRONMENT
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.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr