Job Posting CLOSED
Administrative Assistant Front Office
We are Hiring!
Catholic
Charities of Chemung/Schuyler is growing and seeking a Front Office
Administrative Assistant to join our Team.
Catholic Charities’ mission is to support all people in
need and advocate for social justice and human dignity in partnership with the
Diocese of Rochester and the greater community. We envision a
just and compassionate community rooted in love and the dignity of all
people. Our objectives are to address the needs of the community’s most vulnerable
people and to challenge conditions causing poverty and despair.
If
you're looking for an opportunity to express and explore your passion for
helping others, then join a team that truly makes a difference DAILY, in
people's lives. We are looking for empathetic, thoughtful candidates who have
enthusiasm for helping people. We have supportive leadership who invest in our
people and provide opportunities for employees to thrive, grow and learn.
Don't
miss out on being a part of something special!
Primary
Functions:
Responsible for maintaining an
inviting and hospitable reception area and to serve as a team player in
providing administrative/clerical activities that support all departments of
the Agency. Completes duties and tasks as assigned by the Supervisor.
Specific Duties:
·
Acts as primary
receptionist for the agency.
·
Receives and routes
calls to appropriate staff person. Maintain pleasant, calm demeanor and assist
callers to fullest extent possible.
·
Checks general mailbox
routinely and distributes calls to appropriate person/area. Dispose of
messages.
·
Maintain inviting and
hospitable reception area. Greets visitors and ensures visitors are escorted by
staff through the building—maintain visitor log, determine visitor need, and
manage visitor/client flow.
·
In the presence of
Supervisor or other qualified employee, sort, date stamp, and distribute
incoming mail to departments and prepares outgoing mail daily, ensures all mail
is given to postal carrier daily. Search client names to distribute mail and
faxes to appropriate staff.
·
Completes web
invoicing: processes payable bills, according to current procedure for
appropriate signature or web invoicing.
·
Assesses incoming
invoices for billing accuracy. Raises questions or concerns to supervisor.
·
Processes requests for
staff vehicle use. Reports agency vehicle repairs to Property Supervisor and
updates vehicle maintenance logs as needed.
·
Assigns gas cards to
employees, collects related receipts, and maintains records following
established protocol.
·
Process and receipt
rent payments received from all tenants via credit card payment by phone, cash,
check, money order. Tracks required client rent on spreadsheets when payment is
received. Send payments to finance. Mail receipts to tenants.
·
Responds to
information requests in a timely and efficient manner.
·
Receives and
distributes emails submitted to the “Contact Us” tab on the CS-CC.org website.
·
Provides back up to
Mission Advancement for special events.
·
Responsible for
unlocking front door at start of business and locking front door at close of
business.
·
Required to check
outside mailbox daily.
·
Assists Housing
Council Program with necessary tasks.
·
In the absence of the
Care Management Administrative Assistant provide back-up in areas listed.
·
Other duties as
assigned.
In absence of Care Management
Administrative Assistant Daily Duties (to include but not limited to):
·
Receives, fields and
routes calls to appropriate staff person or community resource. Assisting callers
as applicable.
·
Ensures all mail is
given to postal carrier or post office for delivery daily and received mail is
provided to staff in a timely manner.
·
Draft and send
introduction letters to all new referrals.
·
Ensure all new
enrollees are added to the caseload listing and visit logs; distribute to care
managers in a timely manner, as directed.
·
Generate purchase
orders as needed and follow the procedure, as requested.
·
Maintain exceptional
communication with all members of the care management team, as well as all
other CCCS staff members, providers, volunteers, clients, and their family
members.
·
Have access to Care
Managers’ calendars and call clients the day prior to giving appointment
reminders.
·
Create, mail, and
upload various letters to clients and members of their care team using the letter
templates.
·
Ensure that caseload
listings are kept current and distributed to identified staff.
·
Updating the Per
Member Per Month database when information is received.
·
Other duties as
assigned.
·
Data entry as needed
by Supervisor. If necessary, utilize each electronic record keeping system.
·
Other duties as
assigned.
Position Title: Front
Office Administrative Assistant
Salary: $18.50-19.50/hour depending on
education and experience.
Schedule: Full Time: Monday-Friday
We offer a comprehensive benefits package (see below) to our
full-time workforce members who work 30 or more hours per week.
Who
are we looking for?
·
Someone who is passionate about making a positive impact in
the community.
·
Someone who values partnership and works well both
individually and as a part of a team.
·
Someone who is empathetic, ethical, and goal orientated.
·
Someone who is a great communicator and has exemplary
attention to detail.
QUALIFICATIONS:
·
High
School Diploma or GED.
·
Two
years of Secretarial experience.
·
A
combination of education and experience may be substituted at the discretion of
the Executive Director.
Ability to meet the following physical requirements with or
without reasonable accommodation:
·
Use hands to manipulate, handle,
feel, and control items or equipment, including motor vehicles.
- Stand,
sit, walk, bend, stoop, kneel, and reach.
- Climb
up or down stairs.
- Able
to reach above or below shoulders.
- Occasionally
lift or move objects weighing up to10 lbs.
- Sitting
at a desk or in a vehicle for long periods of time to perform certain job
functions.
- Be able to read,
write and interpret written documents.
What
you will get:
We
offer a comprehensive benefits package (see below) to our full-time workforce
members who work 30 or more hours per week.
·
Salary: $18/hr.
·
Full Time, M-F
·
Paid Time Off: Accrue up
to 10 days in the first year, 15 days after 1st Anniversary.
·
Holidays: 12 paid
holidays
·
NY State Paid Sick Leave
·
Agency Sick Leave
·
Medical Insurance
·
Dental Insurance
·
Vision Insurance
·
Group and Term Life
Insurance
·
Short-Term Disability
·
Long-Term Disability
·
Supplemental Insurances
o
Hospital
o
Accident
o
Auto
o
Pet
o
Specified Disease
·
Flexible Spending
Account
·
Legal Plan
·
Identity Plan
·
Employee Assistance
Program
·
403b Retirement Plan,
with agency contribution for those that qualify (subject to agency performance)
·
My Better Benefits –
provides discounts and savings on thousands of products and services.
Our hiring process and timeline:
·
Applications will be reviewed regularly until the position is
filled.
·
Phone screenings will be conducted with qualified candidates.
·
In-person one-hour interviews will be conducted with
candidates who advance after the phone screening
·
In-person interviews are typically with 2-4 Interviewers
Selected candidate(s) to start ASAP.
***Catholic Charities is committed to leveraging the talent
of a diverse workforce to create great opportunities for our agencies and our
people. EOE/AA Disability/Vet