Job Application - Catholic Charities Of Chemung Schuyler

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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