Description: Workdays: Monday - Friday, occasional evenings/weekends (20-29 hours)
Work hours: 8:30 a.m. - 5 p.m.
Location: 1801 W Cesar Chavez Blvd, San Antonio, TX, 78215
Mission: The mission of Catholic Charities is to provide for the needs of our communitythrough selfless service under the sign of love.

Summary:

Responsible for providing coordination and administrative support such as data entry, greeting clients, follow-up services calls, filing, inventory, purchasing, and outreach. Position requires position to complete issued trainings and additional follow up trainings to maintain compliance. Other duties include representation of Family & Children’s Services and Catholic Charities in the community.

Position Responsibilities:

• Administration
  • Complete data entry in designated systems within 3 business days of service.
  • Utilizes 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.
  • Collaborates with Senior Director to monitor and track program data, outcomes and outputs.
  • Assists with processing and tracking of client referrals via email, referral screening calls, and outcomes.
  • Assist with initial enrollments virtually, over the phone, and/or in person.
  • Work as an active member of Family & Children’s Services by assistance with setting up/planning meetings, events, and/or
  • workshops, i.e. assembling supplies, incentives, educational materials, etc.

• Financial
  • Adhere to ethical guidelines when purchasing, completing invoices, and processing authorization for payments
  • Responsible for maintaining inventory of office supplies and material assistance items.
  • In collaboration with Senior Director and senior staff, enters and tracks spending and transactions in agency mandated on-line systems and file expenses on a monthly basis.
  • In collaboration with Senior Director and senior staff, plans and purchases requested office supplies and material assistance items to ensure inventory is sufficient.
  • 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, 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 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 (insert title of supervisor – ex. Senior Director, Program Director, etc.).

Competencies

Thorough

Communication

Teamwork

Technology

Integrity / Honesty

Requirements:

Minimum Qualifications:

• Must be at least 21 years old.
• Education
  • High school diploma/GED required.
  • Associate 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 98% local and 2% overnight per year.

Disclaimer:

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.) ** This is a Grant funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position.**

Catholic Charities is an Equal Opportunity Employer. To view this and other employment opportunities please visit our website at www.ccaosa.org. You must apply through our website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.