Bilingual 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, CatholicCharities Rita da Cascia Community operates the nine-unit Catholic Charities Hazel Betsey Community housing program.

Salary: $27.64

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.

• Bachelor's degree or equivalent experience preferred
• Bilingual English/Spanish preferred

• 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.

• 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.

• 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.