Administrative Assistant

Job Description

Job Description

POSITION SUMMARY 

This position will assist with a variety of needed areas of program support, including enrollment of new clients by conducting intakes into the Refugee Assistance & Immigration Services (RAIS) program, data entry, record management and general support to a variety of positions. This position will also assist with other higher level administrative support, as needed.

ABOUT US 

CSS is a Catholic human and social services agency and behavioral health care provider that welcomes people of all faiths through its programs and employment. We provide help for our Alaskan neighbors through a variety of supportive service programs, including emergency shelter, food stability, housing, case management, and refugee assistance. CSS empowers individuals and families on their path to permanent stability, creating thriving communities for all. Located in Anchorage, Alaska, CSS is a nationally accredited organization through the Council on Accreditation (COA), which recognizes that CSS provides high quality services that meet best practice standards in the social service field.

  Mission:  To promote the physical, spiritual and mental welfare of persons in need in the community. This mission is achieved by:

• Offering charitable assistance to those in need, especially persons who are poor
• Developing and conducting programs to strengthen and support families and the dignity of the human spirit
• Administering the Corporal Works of Mercy and Gospel of Jesus Christ as defined by the magisterium of the Roman Catholic Church and envisioned by the traditional concepts of Catholic Social Teaching and Action through the laity
• And advocating for social justice for the common good of all

ABOUT OUR PROGRAM/DEPARTMENT

Refugee Assistance & Immigration Services (RAIS) provides a bridge for refugees (individuals who have had to flee their countries of origin due to the tragedies of persecution and war) and other new arrivals from their former life experiences to the new skills required for success in the United States. Through a focus on economic self-sufficiency, community integration, and a respect for unique cultures, history and traditions, RAIS creates an environment of compassion and encouragement for refugees to flourish.

REQUIRED COMPETENCIES

Knowledge : Must have experience working cross-culturally.

Skill : Excellent oral and written communication skills required. Excellent interpersonal skills required. Familiarity with internet and experience with e-mail required. Working knowledge of Word and Excel.

Ability : Ability to handle crisis situations with minimum supervision. The ability to set and observe appropriate professional limits and boundaries. Ability to gather information and assess client situation rapidly and accurately. Excellent oral and written communication skills required. Ability to write clear, grammatically correct log notes; ability to complete paperwork thoroughly and accurately. Ability to relate positively to program manager, staff, community service providers, and CSS clients.

Competency : Must be able to maintain program/guest/agency confidentiality and treat each individual with dignity and respect. Must be dependable, mature and have initiative. Flexibility to deal effectively with a variety of people, situations, problems, and challenges. Ability to work alone or as part of a team. 

RESPONSIBILITIES:

Answer telephones courteously, log referrals. Return phone and e-mail messages in a timely manner

Schedule intakes in a timely manner.

Make reminder calls for appointments.

Assist with scheduling appointments and meetings, including logistics.

Assist with coordinating client/staff transportation.

Conduct intakes and complete needs assessments. 

Assist with interpreter and translation scheduling /coordinating. Serve as interpreter or translator or utilize interpreters or translators as appropriate

Maintain spreadsheet of potential clients.

Enter data into the agency client record database.

Manage client confidentiality; handle sensitive personal information.

Keep informed of staff communications, changes in RAIS policies, procedures, and new community resource info daily.

Complete documentation of all meetings with and work related to clients thoroughly, accurately and in a timely fashion. Use appropriate forms, format procedures and policies as prescribed by the program. All client documentation will be filed in the appropriate client or program file.

Assign cases to case management team and refer cases to appropriate staff as needed.

Assist with a variety of administrative tasks, as needed. This could include development of needed training documents, assisting with writing reports, review and monitoring of files, assist in case management review meetings, and other tasks.

Assist RAIS programs (Reception & Placement, Employment, Case Management etc.) with services, as needed.

Assist with activity preparation.

Manage program supply inventory and purchasing in an efficient manner that reduces waste.

Participate in meetings and training as assigned by the Senior or Program Directors.

Review credit card reconciliations and verify payments are recorded in databases.

Other duties as assigned as assigned by the Senior and/or Program Directors.

QUALIFICATIONS:

Minimum Education Requirement: High School Diploma or equivalent.

Minimum Experience Requirement: One (1) year experience in human services. 

Bilingual abilities preferred.

WORK ENVIRONMENT 

Work is performed in a standard indoor office environment. Occasional lifting of up to 25 pounds. Frequently sitting or standing at a desk for several hours at a time. 

Travel out of Alaska is rare. Occasional travel to and around the Matanuska-Susitna Borough required. Frequent travel within Anchorage is required. 

Location: 4600 Debarr Road, Anchorage, Alaska.

9am - 2pm Monday to Friday