Refugee Program Administrative Assistant

: The administrative assistant is required to provide supportive administrative assistance to Refugee Resettlement and Match Grant teams with program administration, including filing, data entry, basic financial entries, preparation of reports, scheduling appointments and referrals, following up with clients and providers for required documentation and ESOL class attendance (working closely with Lutheran Social Services on required assessment and ESOL Testing). Will work closely with Managers and caseworkers to ensure appropriate services are provided to clients. Exceptional interpersonal skills required. Be able to work independently with minimal supervision and use good judgment to maintain a professional caseworker-client relationship. Essential Duties and Responsibilities

• Data Input - enter R&P, APA and Match Grant in-kind donations, and basic financial entries, volunteer hours, new MG, APA, and R&P case demographics, arrival notice data, case notes into the Access database, monthly client survey forms, and closure letters.
• MRIS - print pre-arrival documents for new case files, verify new cases and reassure older cases, monitor new arrivals
• Maintain confidentiality of client information using discretion and appropriate security measures when handling client information (at home, in public, in committee meetings, and in consultations).
• Provider relation - working closely with Lutheran Social Services on required assessment and ESOL Testing including contacting clients for ESOL class attendance
• Assist in the completion of case notes as needed
• Health screenings - receive emails from DCHD, organize them in a central location, notify caseworkers of upcoming appointments
• Document filing and file reviews
• Review guidelines for all grants and programs to ensure full understanding of program requirements and deliverables
• Assist in the compilation and submission of monthly reports for grants
• Monthly and quarterly statistics for internal PQI reports
• Maintain familiarity with all databases to assist in troubleshooting.
• Cross Training: assist with job developing, orientation materials and research as required
• Verify new cases through USCCB's MRIS database, contact client US Ties for interview if necessary, and enter all demographics and pertinent case notes into RR database.
• Notify Manager of upcoming arrivals and update client case files with arrival information.
• Assist in timely compilation of required reports, forms, and statistics to meet Match Grant, Afghan Parolee Assistance, Reception and Placement, and grant requirements.
• When tasked, represent Catholic Charities at meetings and seminars convened for community refugee service providers.
• Coordinate regular review of case files for all RR programs and grants 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.
• Work closely with the Volunteer & Donations Coordinator to schedule volunteers on apartment set-ups and movers and assist in receiving and documenting donations for RR.
• Receive health screen appointment notifications from the Duval County Health Department, inform caseworkers by email, enter case notes, and reschedule missed appointments as needed.
• Collect and contribute quarterly statistics concerning file reviews, satisfaction surveys, presentations/activities for the PQI Report.
• Assist the Manager in the transportation, setup, and break down of technology including computers, projectors, and speakers in the event of a presentation.
• Create materials for outreach purposes, including PowerPoint presentations and fliers.
• Stockroom 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:

• Consistently demonstrate a positive, friendly, respectful, and caring attitude with staff, clients, volunteers, and visitors, projecting a welcoming atmosphere to all.
• Organize and prioritize work, be proactive, take initiative, resolve complex problems, and simultaneously manage multiple priorities with agency appropriate documentation and follow through.
• Adhere to agency standards of ethical conduct and maintain professional boundaries with staff, volunteers, and clients.
• 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 meetings as required.
• Participate in in-service activities, training, continuing education, conferences and workshops for professional development and compliance with grant and Agency policies.
• Comply with regulatory, statutory, contractual, grant and Agency standards for timeliness, completeness and accuracy when preparing and maintaining paperwork and required reports.
• Comply with Diocesan and Catholic Charities Bureau, Inc. general policies, regulations, and procedures.

Knowledge, Skills, and Abilities

• 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, visitors, staff, and board members.
• Strong typing and computer skills are required, including knowledge of and proficiency with Microsoft Word, Outlook, Excel, and other software programs.
• Ability to remain calm and work in a fast-paced environment.
• 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.
• Enthusiasm and the ability to thrive in an atmosphere of constant change.
• Ability to understand and follow agency policies and procedures.
• Ability to learn agency specific software.
• Excellent customer service skills.

Required/Preferred Education and Experience

• High school diploma and 2 years administrative job experience.

• Fluent English (written and oral); Bilingual preferred

Other Requirements

• Clear a Level II background screening.
• Clear a reference check (professional and personal)
• Clear a local background check from the county in which you reside.
• Clear a Motor Vehicles Records check.
• Provide proof of and maintain a minimum personal auto insurance according to agency standards.
• Provide a copy of all certifications prior to your first day of employment.
• Clear an E-Verify check.
• Valid Florida state driver's license.

Driving and Travel

• 10% travel is required for this job.
• This position requires that you drive your personal automobile or vehicle on agency business on behalf of Catholic Charities Bureau, Inc. Therefore, you must be at least 21 and have a current valid Florida Driver's License with no more than 5 points on your Florida driver's license within the last three years and no DUI convictions. You are required to carry automobile liability insurance in the amount of at least $50,000 for each person, $100,000 for each accident or occurrence for bodily injury, and $25,000 for property damage. Additionally, if transporting children, employees must be at least 25 and have increased limits of 100/300/50. Please read the CCB Automobile and Driving Policy for full driving requirements.