Office Assistant

at  Catholic Charities

Job Description: Provide support to the Area Director and program staff as indicated. The hours for this position are Tuesday, Thursday and Friday from 8:30-4:30, with some flexibility to determine the set schedule.

Duties/Responsibilities:

• Answer switchboard
• Transfer calls to the appropriate person
• Take complete and accurate messages when necessary
• Respond to basic information requests
• Greet visitors/clients at the office entrance
• Inquire as to the reason for the visit, name, etc.
• Escort visitors to appointments when required
• Simple typing, filing, collating, copying, faxing, etc.
• Review and forward time sheets to the Administration
• Upon assignment from Area Director provide program support to MedAssist and Financial assistance as indicated.
• Respect and maintain confidentiality of all privileged information
• Assist with data input and developing and running reports to keep information current.
• Oversee routine file maintenance
• Complete the monthly building checklist and send it to the appropriate administrative staff person
• Attends required meetings and participates in committees as requested.
• Maintain local personnel records for sick vacation, personal days, adjusted and bank time
• Assist the Area Director with other duties as necessary
• Responsible for petty cash account, reporting to the accounting department, daily receipts, and local bank accounts
• Coordinate and distribute employee evaluations to supervisors and ensure their timely return to Administration
• Secretarial support/backup duties for all programs of the Area Office
• Coordinate the annual United Way campaign
• Maintains patient confidentiality.
• Other duties as assigned

REQUIRED KNOWLEDGE/SKILLS/ABILITIES, EDUCATION AND EXPERIENCE:

• High School/General Education Degree
• Experience in general office procedures, basic computer skills knowledge, and abilities
• Ability to take initiative and work with minimal supervision
• Must have excellent organizational, written, and verbal skills

WHO WE ARE:

Catholic Charities is proud of its nearly 100-year history of providing vital social services in our Diocese. Today, we maintain a substantial presence in eight communities throughout the twenty-eight counties of central Illinois. Area Offices operate in Alton, Carlinville, Decatur, Effingham, Granite City, Mattoon, Quincy, and Springfield communities. In addition, Catholic Charities manages facilities in Alton (Catholic Children’s Home) and Beardstown (The St. Anne Residence). The agency has earned national reaccreditation through COA, the Council on Accreditation for Children and Family Services, which certifies that all programs meet best practice social service standards.
Our vast array of services includes counseling programs, senior services and guardianship, health care, residential care, independent living; special education, family preservation services, food and clothing distribution, St. John’s Breadline, Meals on Wheels in Decatur, crisis assistance, Med-Assist, Mobile Food Pantry, Catholic Charities Legal Services, The St. Anne Residence and discount resale stores. Catholic Charities seeks to respond to the needs of its communities through these diverse programs. Every year, this objective is realized as literally thousands of children and families are positively impacted by our efforts.
Catholic Charities provides a competitive salary and an outstanding benefits package including generous paid time off benefits and retirement options. As a faith-based ministry, Catholic Charities espouses the social values of the Church and works daily to fulfill the mandate to serve the poor. As a leader in social services, Catholic Charities enjoys a positive community reputation and a myriad of public and private partnerships that help ensure our clients’ needs are met.
*Although being a member of the Catholic faith is not a requirement to be employed by Catholic Charities, it is expected and required of all employees to respect, support, and uphold the mission of Catholic Charities which is “to extend to all the healing and to empower presence of Jesus”

• Answer switchboard
• Transfer calls to the appropriate person
• Take complete and accurate messages when necessary
• Respond to basic information requests
• Greet visitors/clients at the office entrance
• Inquire as to the reason for the visit, name, etc.
• Escort visitors to appointments when required
• Simple typing, filing, collating, copying, faxing, etc.
• Review and forward time sheets to the Administration
• Upon assignment from Area Director provide program support to MedAssist and Financial assistance as indicated.
• Respect and maintain confidentiality of all privileged information
• Assist with data input and developing and running reports to keep information current.
• Oversee routine file maintenance
• Complete the monthly building checklist and send it to the appropriate administrative staff person
• Attends required meetings and participates in committees as requested.
• Maintain local personnel records for sick vacation, personal days, adjusted and bank time
• Assist the Area Director with other duties as necessary
• Responsible for petty cash account, reporting to the accounting department, daily receipts, and local bank accounts
• Coordinate and distribute employee evaluations to supervisors and ensure their timely return to Administration
• Secretarial support/backup duties for all programs of the Area Office
• Coordinate the annual United Way campaign
• Maintains patient confidentiality.
• Other duties as assigne