Administrative Assistant II /Receptionist

Job Description

PROGRAM & POSITION SUMMARY

The Homelessness Prevention Program (HPP), a program of Catholic Charities, provides homelessness prevention assistance to families and singles in San Francisco to help them maintain or obtain permanent housing. HPP assists families in permanent housing who are in danger of eviction or who need help to move to a more sustainable rental situation. Service components provided include needs assessment, budget planning, landlord mediation, referrals to tenancy counseling and legal assistance, short-term case management, necessary referrals, and access to financial/rental assistance.

The Administrative Assistant/Receptionist is responsible for keeping the office supplied and organized. This involves lots of small duties, like typing and taking notes during meetings, but their overall responsibilities are essential. Also, it will be responsible for greeting visitors and delivering exceptional customer service assistance. This position will provide administrative support for Programs located at Mission Center. This position will work extensively with program and city-wise database and support the teams.

ESSENTIAL DUTIES & RESPONSIBILITIES

Under direction of the Program Director provide a variety of direct services to clients.

Answering phone calls

Data entry for incoming/outgoing calls every day in CARES System.

Entails answering calls and fielding them accordingly, addressing visitor questions and needs, and providing an overall welcoming environment.

Ensuring and Implementation Policies and Practices of the Agency.

Produce and reconcile monthly and quarterly reports for programs as requested.

Maintaining Office Supply Budget and Tracking expenditures/and transactions for different programs.

Manage Communications between Programs

Overseeing clerical tasks, such as sorting and sending mail

Keeping an inventory of office supplies and ordering new materials as needed

Welcome Visitors to the office

Taking and delivering messages.

Ensuring the office runs smoothly

Maintain proper client’s referral information in database.

Help build positive relations within the programs and external parties.

Schedule and Organize meetings/events for the Programs and sending meeting invites to attendees.

Ensure Technologies is used correctly for all operations meaning videoconference, presentations, etc.

Coordinate activities for support staff, and/or volunteers.

Keep all the members of the team up-to-date with relevant agency information.

Act as liaison between CC HPP program and the community agencies.

Provide referrals and respond in a timely manner.

Other duties as assigned.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

AA or BA degree, plus two years of experience preferred.

Experience with San Francisco housing resources and public benefits.

Experience working with Program Coordination.

Other relevant experience will be considered.

Experience working with persons in crisis.

Knowledge, Skills & Abilities:

Spanish Language proficiency preferred.

Possess strong time management and prioritization skills

Thorough knowledge of San Francisco Service Providers (e.g. substance abuse, housing, financial assistance, government entitlement programs, and money management services) required.

Excellent interpersonal and communication skills.

Able to listen actively and communicate effectively with individuals and groups and be sensitive to the client population, organize own work, and follow-through independently.

Highly organized with attention to detail

Excel at teamwork and cooperation.

Client Oriented.

Possess problem-solving and decision-making skills

Skill in using personal computers and a variety of software applications.

Committed to organizational impact.

Ability to work independently, work on multiple projects simultaneously and effectively as well as part of the interdepartmental team.

Ability to thrive within a fast-paced, results-driven environment and work on multiple projects simultaneously and effectively.

Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in cross-cultural situations.

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Occasional Bending, standing, stooping, kneeling, reaching, twisting, and walking.

Occasional Lifting, pushing, and pulling.

Frequent Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.

Driving is not required for this position.

If driving a car is required for the position, incumbent must have a valid California driver's license and be able to provide proof of DMV record and personal insurance (if required.)

WORK ENVIRONMENT

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.

May include contact with clients with mental health issues who demonstrate behaviors such as use of profanity, shouting, running away, self harm and violence.

The worker is occasionally exposed to perfume or scents in personal care products used by employees, clients, and visitors.

Noise level in work environment is usually moderate in accordance with typical office environment.

The work environment includes traveling using various modes of transportation.