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Administrative Assistant II

Company: Catholic Charities, Archdiocese of Hartford
Location: New Haven
Posted on: November 22, 2021

Job Description:

Job Details Level: Experienced Job Location: St Francis & St Rose of Lima - Child Development Center - New Haven, CT Position Type: Full Time Education Level: 2 Year Degree Salary Range: Undisclosed Travel Percentage: None Job Shift: Any Job Category: Admin - Clerical Description Full Time - 35 hours per week Required Linguistic Skills: Spanish POSITION SUMMARY With moderate supervision Administrative Assistant must be aware of importance of first impression. Ability to relate well to visitors/callers a must; pleasantness and efficiency in processing requests or inquiries are essential. Also maintain flexibility and utilize a variety of secretarial skills to provide administrative support. GENERAL DUTIES AND RESPONSIBILITIES * The administrative assistant sets the tone for the client's introduction to the agency. * Must place client(s) at ease, making them feel welcome without encouraging problem sharing which should best be reserved for the interview with worker. * Remains calm and reassuring under difficult circumstances and always respect the client's right to privacy and dignity. * Request payment of fee(s) in a business-like manner without embarrassment or exerting pressure. * Accepts fee payments and makes out receipts for clients. * Maintains a good rapport with staff, remaining pleasant under pressure. * Calls and messages must be processed accurately and efficiently. Respect to the privacy of client/worker - worker supervisor interview or conference must be shown interrupting only after determining that a real emergency exists. * Response to all calls should be made within three rings, asking callers to hold when many calls come in at the same time. Calls then should be processed as quickly as possible. Messages should be taken accurately and relayed to staff as expediently as possible, using good judgment as to which messages should be processed immediately and those which can be placed in staff mail boxes. It is essential to develop an ability to discern what calls or messages are and are not emergencies. * Clients should be directed to the appropriate waiting area and worker notified of client's arrival as soon as worker is free to receive a call. * All inquiries regarding agency services or requesting a specific service should be given to the intake worker. * If the intake worker is not available, caller should be so advised and a message taken for worker's early response. * If client forgets to offer fee payment upon completion of interview, administrative assistant should remind. One log is maintained by the administrative assistant on a daily basis for appointment/conference room schedules. * Ability to operate and instruct in use of office equipment * The administrative assistant may be required to substitute for or share duties with other Office Assistant personnel when necessary and provide temporary supervision. * At time of employment, the employee will be informed of the agency's policy regarding supervision for this position. * Position requires a afterhours schedule including evenings and Saturdays. * PQI Functions: * Ensure the consistent accurate collection of the data * Identify patterns and trends of administrative services * Use results of data to inform supervisor of trends that may impact services * Performs related duties as required. Qualifications * High school diploma or GED equivalence with 2 years of increasingly responsible related experience or any equivalent combination of related education and work experience. * Experience in office/clerical/business/customer service arena * Excellent oral and written communication and computer skills. The candidate must have the ability to use computer programs including Microsoft Word and Excel * Must possess friendly effective communication skills with clients, staff, and the general public. * Knowledge of basic math and the ability to do increasingly complex written reports are required. * The candidate will have high levels of customer service skills and have significant interaction with diverse families on a daily basis. * Cultural competence and bi-lingual ability (Spanish/English) strongly encouraged. Must value the differences and integration of cultural attitudes, beliefs, and practices into programming. COMPETENCIES * Good verbal and written skills and has specific knowledge of proper grammar, punctuation, and spelling. * Efficient typing skills and accomplished in utilizing Microsoft Word, Excel, Power point, and Outlook programs. * Able to effectively handle multiple tasks simultaneously and differentiations in workflow. * Organizational skills and ability to prioritize are essential. * Ethical Conduct * Flexibility with work schedule * Initiative * Time Management EMPLOYEE BENEFITS Catholic Charities offers access to a comprehensive array of benefits, including: For Good Health: Medical, Prescription, Dental and Vision insurance For a Secure Future: Life, AD&D and Long-term disability insurance For Retirement: 403(b) Plan, with employer matching contributions for eligible employees For Career Advancement: Training and development opportunities and for Licensed Clinicians ability to apply for the education Loan Forgiveness Program under The National Services Health Corp. For Work Life Balance: Generous paid time off; including vacation and sick time. Employee Assistance Program (EAP) - Free and confidential counseling Catholic Charities Inc., Archdiocese of Hartford is in compliance with all applicable discrimination laws. All hiring, promoting, and transferring is done on a non-discriminatory basis without regard to membership in any protected class. EEO/ AA/ M-F/ VET/ DISABLED.

Keywords: Catholic Charities, Archdiocese of Hartford, New Haven , Administrative Assistant II, Administration, Clerical , New Haven, Connecticut

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