Catholic Charities USA - Saint Cloud, MN

posted 2 months ago

Full-time
Saint Cloud, MN
Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Receptionist/Program Assistant at Catholic Charities of the Diocese of St. Cloud plays a crucial role in providing support and assistance to clients and staff at the Roosevelt campus. This position is primarily responsible for receptionist functions, which include greeting clients, answering incoming phone calls, and directing visitors to the appropriate staff members. The Receptionist/Program Assistant is expected to respond to clients and the public in a positive, respectful, and caring manner, embodying the values of Compassion, Hope, Accountability, Respect, Dignity, and Service that Catholic Charities stands for. In addition to receptionist duties, the individual will handle various administrative tasks related to the Affordable Housing program. This includes processing housing applications, maintaining waitlists for Affordable and Transitional Housing, completing rental references, and collecting rents from walk-ins. The role also involves secretarial support, such as maintaining vendor lists, filing documents, and managing daily mail duties, which include sorting and distributing correspondence. The Receptionist/Program Assistant will also be responsible for maintaining the appearance of the front lobby area and ensuring that all assigned areas are secured at the end of each workday. The ideal candidate will have a strong commitment to serving the community and will be able to work cooperatively with all programs of Catholic Charities to enhance communication and support among staff. This position requires a valid driver's license and the ability to pass a background check. The Receptionist/Program Assistant will be an integral part of the team, contributing to the mission of Catholic Charities to serve those in need across Central Minnesota.

Responsibilities

  • Answer and screen incoming calls for all of Catholic Charities and transfer calls to the appropriate staff.
  • Receive and process emergency or cancellation calls to personnel.
  • Direct walk-ins and visitors to appropriate staff.
  • Provide information and referrals for other Catholic Charities programs with misdirected clients, vendors, etc.
  • Respond to clients and the public in a positive, respectful, and caring manner.
  • Process all messages left on the answering machine daily.
  • Secure assigned areas and turn off equipment and lights at the end of each work day.
  • Direct people to online housing application and provide information to prospective renters on various housing complexes.
  • Answer the Housing emails daily and print invoices for Data/Financial Coordinator.
  • Direct residents to online work order if needing maintenance.
  • Maintain appearance of front lobby area ensuring clean up and organization.
  • Review applications for completeness before accepting them and ensure all documents are included in each application packet.
  • Run criminal background checks via resident screening company and obtain landlord references from applicant's rental history.
  • Date and time stamp the application and process and forward the criminal and rental history information.
  • Assist with resident verification process and remove residents from waitlist.
  • Maintain waitlist for Affordable and Transitional Housing.
  • Maintain vendor list and make contacts to vendors.
  • File documents and scan as appropriate to housing resident files.
  • Type and revise forms as requested or needed.
  • Assemble and supply application packets for various projects.
  • Maintain all keys to Roosevelt campus with a key list.
  • Receive, open, and date stamp mail according to procedures established and distribute correspondence to appropriate individuals at Roosevelt campus.
  • Receive, sort, and distribute interoffice mail for departments.
  • Process the outgoing mail of the Catholic Charities staff at the Roosevelt campus.
  • Weigh and stamp all outgoing mail and maintain the postage machine ensuring postage funds.
  • Track postage usage for each program with a code activated scale and forward a log to report to the Finance department for allocation of cost to appropriate cost center.
  • Order supplies for all of Roosevelt campus and programs and ensure copy machine, fax machine, and postage machine have necessary supplies and paper.
  • Call for repairs when needed.
  • Maintain a professional atmosphere in carrying out responsibilities of the position and adhere to data privacy law.
  • Perform all duties in conjunction with agency philosophy and Code of Conduct and follow agency policy and procedures.

Requirements

  • Two (2) years' post high school education required.
  • Two (2) years' experience required.
  • Requires a valid driver's license and the ability to pass a background check.

Benefits

  • PTO (17 days your first year)
  • 8 paid holidays (7 full days, 2 half days)
  • Extended paid leave (5 days)
  • Health insurance
  • Waive-off credit for those who have other group health insurance
  • Basic Life Insurance, Accidental Death and Dismemberment Insurance (AD&D)
  • Optional life insurance coverage for yourself, spouse and/or dependents
  • Optional Short and Long-term disability insurance
  • Pre-tax (Flexible Spending) Accounts for medical, dependent care and adoption expenses
  • 401(k) plan with agency match
  • Employee Assistance Program
  • Employee Discount Program
  • Wellness Program
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