Administrative Assistant (Part-Time)- Guadalupe Community Center

Catholic-Charities; San Antonio (TX); On-site; USD 20,000 - 29,000; Part time

Job summary

Catholic Charities is seeking an Administrative Assistant in San Antonio to provide coordination and administrative support across referrals, data entry, and program scheduling. The role includes community outreach, trainings, and maintaining confidentiality in all client interactions.

The position requires 21+ age, high school diploma with preferred associate degree, and at least 2 years in related roles. Schedule is Monday–Friday, up to 29 hours per week, with travel up to 10% locally.

Qualifications

• Minimum 2 years’ experience in office administration, program support, education, case management and/or data entry.
• Proficiency with Microsoft Office 365 and basic database systems.
• Ability to work in a culturally sensitive environment and maintain confidentiality.

Responsibilities

• Handle routine administrative tasks including data entry, filing, calls related to referrals, and report generation.
• Assist with scheduling and preparing program group sessions and outreach activities as required by supervisors.
• Maintain inventory and process payments and invoices in line with organizational policies.

Skills

Administration

Data entry

Scheduling

Communication

Teamwork

Technology

Confidentiality

Education

High school diploma/GED

Associates degree in business-related field

Tools

Microsoft Office 365

Job description

Description

*Work Schedule: Monday - Friday / 8:30 am - 5:00 pm (up to 29 hours)

Summary:

Responsible for providing coordination and administrative support such as data entry, attend to calls related to referral inquiries, filing, purchasing, and inventory. The Administrative Assistant will assist in the scheduling and preparing of program’s group sessions as well as outreach as required by program supervisors. Position also requires employee to complete issued trainings and additional follow up trainings to maintain compliance. Other duties include representation of the Program and Catholic Charities in the community.

Requirements

Position Responsibilities:

• Administration
  • *Complete computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary, and summarizes data in preparation of standardized reports
  • Assists with processing and tracking of client referrals via email, referral screening calls, and outcomes
  • Running reports in selected data systems to verify data entry and complete updates/edits prior to the end of the month as directed by Director and/or Funder
  • Work as an active member of Parents as Teachers by overseeing sorting/organizing donations, and assembling supplies, incentives, educational materials to be accessible by the Home Visitors
  • Report on activities, trainings, and/or special client concerns to the Program Supervisors and other staff during required staff meetings and regular reflective supervision.
• Financial
  • *Responsible for maintaining inventory of office supplies and material assistance items. In collaboration with Director, create spending plan for necessary supplies and materials.
  • *Adhere to ethical guidelines when purchasing, completing invoices, and processing authorization for payments
  • In collaboration with Director, enters and tracks spending and transactions in agency mandated on-line systems and file expenses on a monthly basis
  • Ensures forms, materials, and supplies are ordered and/or purchased in a timely manner
• Community Awareness
  • *Participate in community outreach activities to solicit support for programs, such as distributing program brochures and information, attending meetings, and providing in-services. Cultivate positive relationships with relevant funding entities, faith-based organizations, donors, social service providers, medical providers and other community resources and services that provide support to families
  • Identifies, compiles, and maintains system for tracking community resources, and updates as needed
  • Seek out new and updated community resources and topics related to programs
  • Ensures marketing materials are available and updated
• Must complete all required professional development assigned in a timely manner
• Must be sensitive to the service population’s cultural and socioeconomic characteristics.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well‑being of self, and others.
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution‑oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Other duties as assigned by the Program Director.

Competencies:

• Thorough
• Communication
• Teamwork
• Technology
• Integrity / Honesty

Minimum Qualifications:

• Must be at least 21 years’ old
• Education
  • High school diploma/ GED required
  • Associates degree in business-related field, community health, or child development preferred.
• Experience
  • Minimum of 2 years’ experience in office administration, program support, education, case management and /or data entry.
• License and Credentials
  • Reliable transportation
  • Valid driver license
  • Clean driving record
  • Valid vehicle liability insurance

Minimum Knowledge and Skills:

• Minimum of Minimum of 2 years’ experience in office administration, program support, data entry, and/or any equivalent combination of training and experience that provides the required knowledge, skills and abilities
• Extensive working knowledge of community resources and social services
• Proficiency with personal computer, email, internet, and computer software including Microsoft Office 365; experience with database systems preferred.
• Ability to work in a culturally sensitive manner with people of various backgrounds
• Ability to build strong relationships
• Demonstrated ability for collaborative work in a team environment, as well as ability to work independently and proactively to meet expected deadlines
• Ability to maintain appropriate ethical boundaries and professional relationships
• Must be flexible and adaptable, and be comfortable scheduling and rescheduling a day’s activities based on multiple factors.
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem- solving skills.

Travel Requirements:

Travel requirements for the position includes 10% local and minimal out of town travel.