Bilingual Administrative Assistant/Front Desk

at  Commonwealth Catholic Charities

SUMMARY: This position provides reception, administrative, and clerical support to assigned programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Answers and responds to outside calls by transferring, paging, placing accurate voice mail messages, providing requested or needed information, and maintaining timely distribution of messages left on the general agency mailbox or program voicemail.
• Pre-screens callers and refers to appropriate program and/or other available resources for assistance.
• Greets incoming clients and visitors and directs them to the correct location and/or provide them with appropriate program literature and supplies.
• Completes basic data entry in program spreadsheets or specific program software.
• Compiles weekly, monthly, quarterly and annual reports for supported programs.
• Prepares and files letters, reports and other correspondence in a timely manner and as directed.
• Maintains program records by opening new records, updating existing records, and closing out records at end of service.
• Maintains and organizes complex filing system by program.
• Tracks and records program hours as needed for clients, volunteers, and/or staff.
• Photocopies, scans, and faxes correspondence or other printed matter.
• Coordinates the ordering of office supplies depending on location.
• Receives, opens and distributes all incoming mail.
• Stamps, weighs, and prepares all outgoing mail.
• Accepts, records, and processes payments received for agency services. Submits all supporting documentation to accounting.
• Maintains program schedule and effectively communicates schedule changes to staff, volunteers, clients, and other interested parties.
• Provides assistance to clients, volunteer, and staff with the completion of required intake, assessments, and other required program paperwork.
• Represents the Agency in the community and workplace in a professional and ethical manner.
• Demonstrates sensitivity to the service populations cultural and socioeconomic characteristics.
• Demonstrates strong interpersonal, decision-making, problem-solving, oral, and written skills.
• Utilizes a basic knowledge of Microsoft Office applications.

EDUCATION and/or EXPERIENCE: High School Diploma or equivalent is required with one year of related experience.

• Answers and responds to outside calls by transferring, paging, placing accurate voice mail messages, providing requested or needed information, and maintaining timely distribution of messages left on the general agency mailbox or program voicemail.
• Pre-screens callers and refers to appropriate program and/or other available resources for assistance.
• Greets incoming clients and visitors and directs them to the correct location and/or provide them with appropriate program literature and supplies.
• Completes basic data entry in program spreadsheets or specific program software.
• Compiles weekly, monthly, quarterly and annual reports for supported programs.
• Prepares and files letters, reports and other correspondence in a timely manner and as directed.
• Maintains program records by opening new records, updating existing records, and closing out records at end of service.
• Maintains and organizes complex filing system by program.
• Tracks and records program hours as needed for clients, volunteers, and/or staff.
• Photocopies, scans, and faxes correspondence or other printed matter.
• Coordinates the ordering of office supplies depending on location.
• Receives, opens and distributes all incoming mail.
• Stamps, weighs, and prepares all outgoing mail.
• Accepts, records, and processes payments received for agency services. Submits all supporting documentation to accounting.
• Maintains program schedule and effectively communicates schedule changes to staff, volunteers, clients, and other interested parties.
• Provides assistance to clients, volunteer, and staff with the completion of required intake, assessments, and other required program paperwork.
• Represents the Agency in the community and workplace in a professional and ethical manner.
• Demonstrates sensitivity to the service populations cultural and socioeconomic characteristics.
• Demonstrates strong interpersonal, decision-making, problem-solving, oral, and written skills.
• Utilizes a basic knowledge of Microsoft Office applications