Job Details

Description

*Bilingual in English/Spanish Required - Additional $1.25 per Hour. 90% score on a verbal and written fluency test required.*

The Administrative Assistant (Bilingual) plays a crucial role in providing administrative services and clerical support to facilitate departmental operations and ensure overall accountability and continuity of departmental functions. This position offers essential coordination of department functions, data collection, entry and aggregation, records management and management of assigned projects support efficient management of the department to meet the needs of agency. The Administrative Assistant (Bilingual) demonstrates understanding of Catholic Charities' mission, vision, values, policies, procedures, and commitment to quality improvement processes.

Essential Functions

1. Support the maintenance of department files. Display excellent organization skills and maintain thorough and accurate records.
2. Coordinate and update the department's monthly meeting calendar for the department as required.
3. Schedule and provide administrative support for department and other assigned meetings, such as managing technology, taking minutes, recordkeeping, and communication.
4. Provide administrative support through invoicing, copies, document control, distribution, and knowledge of supply inventories.
5. Manage data entry, collection, aggregation, and reporting.
6. Complete special departmental projects, including document editing and research assignments as needed.
7. Adhere to all agency policies and procedures related to program activities and uphold best practice standards.
8. Identify opportunities to improve processes and actively contribute to implementing these with these improvements as assigned.
9. Participate in professional development opportunities and in-service training.
10. Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.

Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.

Other Responsibilities

1. Work with Diocese of Santa Rosa and local parishes as appropriate and requested.
2. Perform other related duties as assigned.

Agency Culture

It is essential that all employees of Catholic Charities aspire to the following:

• A commitment to the agency's mission, vision, and values.
• A commitment to excellence in everything we do.
• A commitment to performance and quality improvement.
• A commitment to outcomes and measured results.
• A commitment to innovation and to what is possible.

Education, Experience, and Skills Required

1. Associate degree required and a minimum of two to four years' experience in a combination of administrative support, project management, report writing, editing, data collection, and required; bachelor's degree preferred. Two to four additional years of experience may be substituted for associates degree.
2. Bilingual (English/Spanish),90% passing score on the Catholic Charities' test of oral and written Spanish fluency required.
3. Successful experience in an administrative environment requiring a high degree of flexibility, diplomacy, discretion with sensitive information, and respect for confidentiality or related experience.
4. Excellent, clear written and verbal communication with an attention to detail and accuracy; organization, conflict resolution, and problem-solving skills.
5. Computer literacy required including experience with Microsoft 365 Suite; experience in webpage design, data reporting, and database management, preferred.
6. Organized and solution-oriented with the ability to coordinate many tasks in a fast-paced environment.
7. Ability schedule monthly meetings, successfully communicate with committee members, and take and publish accurate meeting minutes.
8. Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with co-workers and clients to ensure a positive and constructive environment within the department and throughout the Agency.
9. Passion and enthusiasm for the mission of Catholic Charities and its clients.
10. Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.
11. Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa's policies prior to start of employment.

Job Analysis/Job Description Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average.