Administrative Office Support-Bilingual(Spanish)

at Catholic Charities, Diocese Joliet in Crest Hill, Illinois, United States

Job Description

GENERAL RESPONSIBLITIES:

1. Train, monitor and oversee the Office Support Worker (s).  
2. Control reception area to ensure safety and security of building.
3. Serve as first contact for persons entering the facility.
4. Serve as occasional back up for others as needed.
5. File, data entry and maintain data quality in program data bases and spread sheets.
6. Complete bookkeeping or billing activities as assigned.
7. Assist with Performance Quality Improvement (PQI) and assessment activities and reporting.
8. Other administrative duties as assigned within the guidelines of this position.

ESSENTIAL FUNCTIONS:

1. Prepares office for workday.
2. Functions as lead Office Support Worker; evaluates team members, trains and monitors program Office Support Worker(s) to expected levels of competency in assigned duties.
3. Provides operational support services to the programs, ensuring smooth operation of office support functions.
4. Ensures coverage of necessary functions.
5. Handles participant/agency calls and needs of the public or other professionals in a professional, tactful manner.
6. Enters data as needed into required database(s) maintaining data quality in program databases and spread sheets.
7. Serves as occasional back up for others as needed.
8. Provides translation and interpretation skills, to meet program operational needs.
9. Where assigned, answer incoming phone calls and address the needs of people physically entering the building.  Answer general questions about services of the Agency, screens and routes callers or visitors to appropriate personnel or external resources.
10. Where assigned, controls reception area to ensure safety and security of building and serves as first contact for persons entering the facility.
11. Receives, sorts and routes incoming United States and interoffice mail.  Stamp, record and deposit all outgoing mail.
12. Carries out duties in a professional manner that is consistent with Agency and program mission, goals and objectives.
13. Follow program guidelines and within those guidelines provides a range of office supportive services.
14. Has the ability to handle more complex tasks using Microsoft Office applications including Outlook, TEAMS.
15. Maintain confidentiality with client and employee information.
16. Complete all agency, program and other required reporting or documentation in an accurate manner according to required timeframes.
17. Maintain a cooperative working relationship with service providers.
18. Work independently and as part of the program team.
19. Process all in-kind and monetary donations as necessary.
20. Orders, packs, unloads and stocks office supplies as needed.
21. Completes bookkeeping or billing activities as assigned.
22. Attends scheduled staff meetings, recording minutes of staff meetings.
23. Maintains database of occurrences such as but not limited to staff training, incident reports, client grievances and parish support requests. 
24. Completes PQI functions as assigned, assisting in the preparation and distribution of other regular reports including; funding reports, annual Program Evaluation Report, PQI and other management reports.

​​​​​​​QUALIFICATIONS:

1. High School Diploma or equivalent is required for this position.  All degrees must be from a regionally accredited educational institution which has U.S. Department of Education approval.
2. A minimum of three (3) years of related experience in office support functions including multi-line phone system operation is preferred.
3. A minimum of one (1) year of bookkeeping experience is required.
4. Bilingual in Spanish/English is required for position. May be required to sucessfully pass a bilingual assessment.
5. Ability to type thirty (30) works per minute.
6. Ability to work independently, and with attention to detail.
7. Ability to prioritize and work at multiple projects at the same time.
8. Demonstrated experience in successfully handling and protecting confidentiality.
9. Ability to work effectively and constructively persons from all ethnic, racial, and social backgrounds and with co-workers and other community agencies.
10. Proficiency in the use of Microsoft Office applications including Outlook, TEAMS.
11. Strong verbal and written communications skills.
12. Passage of complete background clearance, Tuberculosis (TB) Test, and any other required testing or clearances.
13. Catholic Charities, Diocese of Joliet, has adopted and follows the Codes of Ethics established by Catholic Charities USA, the National Association of Social Workers and the American Psychological Association. As an employee of the Agency you are expected to support these codes to the extent doing so is consistent with and allowed by applicable law.
14. A valid driver’s license, reliable means of transportation and proof of liability insurance is required.