Administrative Assistant

Depelchin-Children; Houston (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

DePelchin in Houston is seeking an Administrative Assistant to support a Community Based Care unit. You will respond to inquiries, maintain records, enter data into IMPACT and COBRIS, and provide administrative support to caseworkers and staff.

Requirements include a High School Diploma or equivalent and at least 1 year of administrative or clerical experience. Regular Monday–Friday office hours with occasional travel.

Qualifications

• High School Diploma or equivalent.
• Minimum one year of administrative support or related work.

Responsibilities

• Answer and screen inquiries; route messages and refer referrals to caseworkers.
• Greet visitors and direct to appropriate staff or location.
• Prepare correspondence, meeting notes, and forms to support unit operations.
• Assist with office procedures and equipment; sort and route mail.
• Provide back-up coverage for other unit administrative assistants.
• Maintain tracking of progress updates and forms, case files and reports.
• Enter/update information into agency systems (IMPACT, COBRIS).
• Provide program information and referrals to community resources.

Skills

Administrative support

Verbal communication

Written communication

Organization

Attention to detail

Customer service

Multitasking

Education

High School Diploma or equivalent

Tools

Microsoft Office

Windows-based systems

Job description

Position: Administrative Assistant Comparable DFPS Position: Administrative Assistant Classification: Full-time, Non-exempt Reports to: Assigned Supervisor Company: Texans Together Location: Regions 6a and/or 6b (Specific work locations will be assigned and communicated as staffing plans are finalized)

Position Description

The Administrative Assistant supports the daily operations of a Community Based Care unit. This position responds to inquiries, maintains records, prepares documents, enters information into agency systems, and provides administrative support to caseworkers and other program staff.

Primary Responsibilities

• Answer and screen telephone inquiries, take and route messages, and record intake information for referral to caseworkers.
• Greet visitors, responds to general questions, and directs callers and visitors to the appropriate staff or location.
• Prepare correspondence, meeting notes, performance evaluation documents, forms, and other materials to support unit operations.
• Assist staff with office procedures and operations including routine software and equipment issues (e.g. Copy and fax machine operations to duplicate and transmit materials), assists with sorting and routing mail.
• Support training activities and provide back-up coverage for other unit administrative assistants as needed.
• Maintain a system for tracking progress updates, and develop and maintain forms, case files and reports.
• Enter and update information into IMPACT, COBRIS and other authorized electronic systems, review entries for completeness and accuracy.
• Provide program and agency information and/or make referrals to appropriate community resources.

Required Qualifications

• High School Diploma or equivalent.
• Minimum one (1) year of experience in administrative support, general office, clerical, secretarial, or Texas Department of Family and Protective Services (DFPS) work.

Knowledge, Skills, and Abilities

• Knowledge of standard office practices, administrative procedures, computer functions, and office equipment.
• Knowledge of Microsoft Office applications and Windows-based systems.
• Skill in providing administrative support to multiple staff members.
• Skill in verbal and written communication, customer service, organization, and attention to detail.
• Skill in using technology to prepare documents, maintain records, and track information.
• Skill in establishing and maintaining effective working relationships.
• Ability to manage multiple priorities in a fast-paced, changing environment.
• Ability to work independently and complete assignments accurately and timely.
• Ability to interact professionally and effectively with individuals at all levels.
• Ability to maintain confidential information with discretion and professionalism.

Work Conditions

• Environment: Office-based
• Work Schedule: Monday through Friday during standard business hours
• Travel: Occasional

DePelchin is Proud to be an Equal Opportunity Workplace.

DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.