Bilingual Administrative Assistant II

Catholic Charities • San Francisco, CA

3d

About The Position

The Administrative Assistant will work closely with the HPP Program Director by assisting with reception, scheduling, office management and report preparation. Homelessness Prevention Program provided rental assistance to families and singles in San Francisco. Our program assists families in permanent housing in danger of eviction. Service components provide include landlord mediation, referrals to tenancy counseling and advocacy, referrals to legal assistance, short-term case management and access to financial/rental assistance. Assist the Catholic Charities agency with logistics and administrative support related to trainings, meetings, and conference calls.  Answer phones, prepare expense reports, time sheets, spreadsheets, and other items for the team as needed.  Manage issues related to office space, including telephones, computers, office equipment, ordering and organizing all department office supplies.  Handle logistics of meeting preparation, execution and tear-down as needed.  Handle routine inquiries,  Record minutes from meetings.  Prepare program reports and correspondence.  Maintain filing system.  Maintain program files.  Conduct routine administrative tasks on behalf of program functions as requested. Other duties as assigned. 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.

Requirements

• Bilingual (Spanish/English)  
• High School Diploma or GED.  
• At least two years’ office/administrative assistant experience. 
• Strong interpersonal and organizational skills. 
• Strong telephone and computer skills.  
• Proficiency in Microsoft Office Suite, particularly Word and Excel:
• Willingness to work in a team environment and respond to needs of multiple constituencies. 
• High attention to detail 
• Strong organization skills 
• Customer-service orientation 
• ​​Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in cross-cultural situations.
• ​ Clearances Required Prior to the First Day of Employment: Fingerprints: Required TB Screening – Negative Tuberculosis Test: N/A First Aid Certificate: N/A COVID-19 Proof of Vaccination: Required

Responsibilities

• Assist with reception, scheduling, office management and report preparation.
• Assist the Catholic Charities agency with logistics and administrative support related to trainings, meetings, and conference calls.
• Answer phones, prepare expense reports, time sheets, spreadsheets, and other items for the team as needed.
• Manage issues related to office space, including telephones, computers, office equipment, ordering and organizing all department office supplies.
• Handle logistics of meeting preparation, execution and tear-down as needed.
• Handle routine inquiries
• Record minutes from meetings.
• Prepare program reports and correspondence.
• Maintain filing system.
• Maintain program files.
• Conduct routine administrative tasks on behalf of program functions as requested.
• Responsible for accurate and timely data entry that aids Performance and Quality Improvement (PQI) reporting and case record reviews.
• Responsible for accurate and timely submission of case records.
• Serves on a quarterly case record review committee for Performance and Quality Improvement
• Serves on department or program Performance and Quality Improvement PQI Committee responsible for monitoring goals and reporting.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED