Office Coordinator (Bilingual)

at  Catholic Charities of Southern Nevada

ABOUT CATHOLIC CHARITIES OF SOUTHERN NEVADA

Since 1941, the mission of Catholic Charities of Southern Nevada has been to serve those in need — the most vulnerable — regardless of race, religion or creed. This leading community resource offers help and hope with dignity as it strives to meet the diverse needs of men, women and children in Southern Nevada. Through the generosity of foundations, grants, organizations and individual donors, Catholic Charities operates 16 programs providing support to more than 4,500 people daily and encompassing
four core areas: Family Services, Food Services, Immigration and Refugee Services and Homeless and Housing Services. Catholic Charities also operates the largest Meals on Wheels program and Emergency Shelter Services in Southern Nevada. For additional information, please visit CatholicCharities.com.

POSITION SUMMARY:

The Office Coordinator is expected to maintain an efficient and timely filing system in order that staff has access to client records. Provides administrative support to the Migration and Refugee Services (MRS) by filing, creating new case files, data entry and maintaining supply room. Serves as back-up to the Receptionist when needed.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong organizational and time management skills.
• Ability to work in a fast-paced environment.
• Ability to work with minimum supervision while completing all tasks.
• Ability to operate a multi-line phone system.
• Ability to work in a multi-cultural setting.
• Possess good oral and written communication.
• Prioritize work and meet necessary deadlines.
• Proficiency in computers and software including Microsoft Office.

QUALIFICATIONS:

• Minimum of high school diploma and three years of work experience in administration field or office setting.
• Flexible schedule to work after hours and weekends, as necessary.

PHYSICAL REQUIREMENTS

• Primarily works in office environment, but will also work throughout the agency and off site.
• Ability to communicate with clients, volunteers and co-workers.
• Ability to operate and use office equipment, especially computer, keyboard and mouse.
• Ability to continuously sit and/or stand.
• May occasionally lift up to 35 pounds.
  This position pays $18.00 per hour.
  Catholic Charities of Southern Nevada offers an excellent benefits package, including insurance benefits, paid time off, and retirement plan.
  CCSN is a drug free and equal opportunity employer. All employees must successfully complete a drug test and background check prior to employment.

• Enter MRS arrival data in the MRIS database as soon as client information is received.
• Prepare client intake sheet for each case.
• Prepare client folders for all pending and new arrivals.
• Create Orientation Binders for incoming clients.
• Create client CCSN/MRS identification cards.
• Prepare Petty Cash, Walmart and Volunteer Reports.
• Assist case management staff with photocopies, faxes, filing and retrieving case files.
• Enter data into MRIS database.
• Review each documents to ensure that all signatures are in place prior to properly filing into clients’ file.
• Print case notes from the MRIS monthly to ensure they are placed in the clients’ case files.
• File all charts by alien numbers and file cabinets properly labeled.
• Input received Social Security Card information in to MRIS and make copies for Case Worker and file.
• Input Welfare (Food stamps, TANF) information into MRIS database and distribute Welfare notices to appropriate Case Managers.
• Maintain and order office supplies for MRS staff with purchases authorized by Vice President.
• Responsible for maintenance of office equipment: copy and fax machines and ordering of supplies through contract vendor.
• Responsible for outgoing mail as well as sorting and distributing incoming mail for MRS staff daily
• Responsible for archiving and destruction of case files.
• Update employee phone list and distribute to staff when changes in staff occur.
• Ensure that the file room is organized and clean at all times.
• Complete all required documentation accurately, on time, and using proper English.
• Serve as relief receptionist.
• Protect all confidential information, company property and electronic data. Comply with safety rules.
• Other related duties as directed.