Administrative - Case Assistant

Description

Summary : The Administrative / Case Assistant provides compassionate assistance to the underserved through front desk coverage;

including information, referral and follow up for clients, as needed. This position is also responsible for clerical support for the Brewster office.

Essential Duties and Responsibilities :

• Provide direct operational support to the Regional Director and ensure smooth operations of the site.
• Answers telephone, greets visitors and directs inquiries to the appropriate person.
• Provides information and referral to clients and documents these interactions in the ECM database via the creation of an electronic file.
• Completes all client intakes and ensures its timely entry into the ECM database system.
• Must have the ability to multi-task and complete assignments on a timely basis.
• Creates Case File records for new clients and maintains Closed case records in an organized and orderly fashion.
• Assists with gathering statistics and preparing reports on behalf of the Case Management department and the other program service areas offered from our location.
• Maintains knowledge of current programs and services frequently offered at the site and throughout our network.
• Respects confidentiality in discussing client, staff, volunteers, visitors and agency matters.
• Keeps immediate supervisor(s) well informed of any problems and concerns.
• Maintains a secure environment by managing the flow of visitors and participants to the site.
• Responsible for ordering supplies as approved by Regional Director.
• Completes and generates AFPs via the Cognizant portal, on behalf of staff expense reports and approved vendor payments.
• Sorts and distributes incoming mail.
• Handles all copying / scanning and collating functions.
• Prepares material and sets up for meetings as assigned.
• Participate in staff meetings and prepare and distribute the meeting minutes.
• Reports to work as required and on time.
• Other duties as assigned.

Salary : $23.62 - $24.72 per hour, this is a non-exempt hourly position based on a 35 hours work week or $43,000- $45,000 annually.

Working Conditions and Physical Demands :

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Remain stationary at a workstation and use a computer approximately 95% of the time.
• Remain in a stationary position at a workstation for the purpose of answering incoming calls in real time.
• Ability to operate standard office equipment (i.e. copier, fax, scanner, etc.).
• Ability to make and respond to phone calls in a timely manner.
• Ability to physically file documents and store case records in cabinet.
• Ability to work with the public, some under potentially stressful conditions and communicate with other organizations on their behalf.

Education and / or experience :

Associates degree required, or a minimum of two years of relevant experience required.

Skills, Licenses, and / or competencies :

• Bilingual English / Spanish, REQUIRED.
• Excellent interpersonal, organizational and telephone skills.
• Ability and willingness to work independently and as part of a team.
• Computer and technology proficient, especially with MS Office 365 suite, Excel and Outlook.

Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.