Refugee Administrative Assistant- Catholic Charities
Categories Other
Expires Nov 30, 2024
Description
Catholic Charities Bureau, Inc., Jacksonville Regional Office is seeking a Refugee Administrative Assistant for the Refugee Resettlement Program. This is a full-time, 40 hours a week (Monday to Friday, 8:00 am to 5:00 pm) non-exempt position located in Jacksonville, FL. The hiring range for this position is $18 to $19 an hour. To apply please submit a cover letter, application and resume. Catholic Charities is an EEO and e-verify participating agency.
For more than 46 years, Catholic Charities has served the local community with charitable services. Our mission is that Catholic Charities puts faith into action to serve the most vulnerable in our community, advocating for justice, human dignity and quality of life, while reflecting the compassion of God in Christ. The Refugee Resettlement Program assists refugees who are invited into U.S. and have fled their countries to escape violence and persecution. Our program helps them learn English, find work and make a new home.
Catholic Charities offers a competitive non-profit compensation package with competitive pay rates and comprehensive benefits; 100% employer paid health insurance, paid time off, sick leave, 13 paid holidays, paid parental leave, life insurance, flexible spending account, short-term disability, long-term disability, supplemental 403B retirement plan, and pension.
Job Summary
The Administrative Assistant is required to provide supportive administrative assistance to the Refugee Resettlement (RR) Programs with filing, data entry, preparation of monthly financial reports, reservations, organization and upkeep of the office space, ordering program supplies, mail, taking meeting minutes, and conducting US Tie interviews for refugee case assurances and verifications. The Administrative Assistant will work closely with Case Managers, Program Coordinators, and Director to ensure appropriate information is collected for reporting purposes.
Essential duties and responsibilities
Consistently demonstrate a positive, friendly, respectful, and caring attitude with staff, clients, volunteers, and visitors, projecting a welcoming atmosphere to all. Review guidelines for all RR grants to ensure full understanding of program requirements and deliverables. Communicate effectively with clients and US ties from different cultural and socio-economic backgrounds. Perform data entry for the RR Programs including new arrival case demographics, basic financial entries, volunteer hours, and other pertinent program information. Keep track of case assurances and verifications via the Refugee Resettlement database/MRIS. Print pre-arrival documents for new case files. Monitor new arrivals and complete online grocery orders per Program Coordinator’s request. Maintain confidentiality of client information using discretion and appropriate security measures in the office, in public, in committee meetings, and in consultations. Assist in the completion of case notes as needed. File program documents in the appropriate location. Assist in the compilation and submission of monthly and quarterly reports for RR grants. Maintain familiarity with all databases to assist in troubleshooting. Assist with job development, orientation materials, and research as required. Notify Program Coordinator and Director of upcoming refugee arrivals and update client case files with arrival information. When tasked, represent Catholic Charities at meetings and seminars convened for local community refugee service providers. Coordinate regular review of case files for all RR programs to verify the integrity of demographic data, documents required by the specific program, referrals, and financial information. Check incoming mail daily and distribute accordingly. Gather outgoing mail daily and apply postage. Collect and contribute quarterly statistics concerning file reviews, satisfaction surveys, presentations/activities for the PQI Report. Assist RR programs staff in the transportation, setup, and breakdown of technology including computers, projectors, and speakers in the event of a presentation. Create materials for outreach purposes, including PowerPoint presentations and fliers. Perform supply inventory and organization. Track and coordinate the maintenance and safety of all company vehicles, including coordination of regular interior/exterior cleanings, performing regular oil changes and checkups, and taking it to multiple auto service locations for quotes and repair. Other duties as assigned. Other Duties and Functions: Assist with Refugee Resettlement core services such as airport pickups, home visits, job development, and other duties as needed. Maintain standards of ethical and moral conduct established by the Diocese of St. Augustine and Catholic Charities Bureau. Organize and prioritize work, be proactive, take initiative, resolve complex problems, follow through, and simultaneously manage multiple priorities. Adhere to agency standards involving the handling of highly confidential and sensitive information. Display sensitivity to the served population’s cultural and socioeconomic characteristics. Attend all agency and team meetings as required. Participate in in-service activities, training, continuing education, conferences and workshops for professional development and compliance with the grants and agency policies. Keep detailed records per Agency and department guidance. Comply with regulatory, statutory, contractual, grant and Agency standards for timeliness, completeness, and accuracy when preparing and maintaining paperwork and required reports.
Qualifications
Strong typing and computer skills are required, including knowledge of and proficiency with Microsoft Word, Outlook, Excel, and other software programs. Knowledge of all program guidelines and requirements. Ability to report to work on time, follow directions from supervisor and accept constructive feedback. Effective interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Ability to interact effectively, compassionately, and respectfully with clients, volunteers, visitors, staff and board members. Excellent organizational skills and able to perform multiple tasks simultaneously. Ability to organize, prioritize and meet deadlines. High level of personal initiative and ability to work with minimal oversight. Ability to act calmly in crisis situations and to resolve conflicts in a constructive and effective manner. Exceptional interpersonal skills and the ability to foster a cooperative work environment. Enthusiasm and the ability to thrive in an atmosphere of constant change. Understand and follow agency policies and procedures. Ability to learn agency specific software. Excellent customer service skills.
Education and Experience
AA degree required. Bachelors preferred from an accredited institution. Two years of administrative job experience. Fluent English (written and oral); Bilingual preferred.
Salary/Salary Range
$18 to $19 an hour
How to Apply
https://dosafl.com/human-resoures/careers/?gnk=apply&gni=8a7885ac91ab204b0191b97c77c54345&gns=Company+Website