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    Administrative Assistant Family Support Services (Part Time)

    Catholic Charities of the Archdiocese of Oklahoma City Inc.
    Job Description
    JOB OBJECTIVE:  The Administrative Assistant provides clerical support for Family Support Services.
     
    This is a Part Time position for 25–29 hours per week and is paid hourly.
     
    The essential job duties include but are not limited to:
    • Provide administrative and clerical support for Family Support Services.
    • Provide callers with information regarding Family Support Services and refer those who do not meet program criteria to other appropriate resources.
    • Maintain a daily log of information/referral calls and clients seeking diapers.
    • Compile monthly statistics regarding information and referral calls and walk-in diaper assistance.
    • Assist staff with correspondence as needed.
    • Ensure that mail is sent and check requests are submitted in a timely manner.
    • Open, maintain, and update departmental files and keep accurate records.
    • Input and update information for the departmental database.
    • Prepare minutes of the departmental staff meetings as needed.
    • Assist staff in updating schedules in cases of illness or emergency.
    • Performs duties as assigned by the Director of FSS and Senior Director of Social Services.
     
    SUPERVISORY RESPONSIBILITIES:
    This position does not have supervisory responsibilities.
     
    MINIMUM QUALIFICATIONS FOR CONSIDERATION:
    • High School Diploma or GED.
    • 3 years’ secretarial experience
    • Fluency in Spanish and English preferred.
    • A combination of education and relevant experience may also be considered
     
    Knowledge, skills and abilities:
    Strong verbal and written communication, listening, and presentation skills.
    • Strong flexible interpersonal skills required to interact effectively with employees and managers at all levels in the organization.
    • Demonstrated experience and success in the following areas:  program and strategy development, budgeting, personnel management, and continuous quality improvement
    • Ability to set and maintain healthy boundaries with staff, clients, and students
    • Ability to work effectively with staff, volunteers, parishes, and community.
    • Ability to adjust communication style to handle diverse situations.
    • Excellent organizational skills required to ensure that multiple tasks receive adequate and timely attention.

    ·Ability to research and utilize community resources

    • Ability to collaborate with multiple departments within the agency to achieve goals
    • Demonstrated conflict resolution skills.
    • Ability to function autonomously and be proactive.
    • PC literate and proficient.
    • Good proficiency in Microsoft Office applications is required.
    • Good organizational and time management skills.
    • Ability to gather data, compile information, and prepare reports.
    • Knowledge of community support services and funding agencies.
    • Records maintenance skills.
    • Ability to drive - must have valid Oklahoma driver’s license

    PHYSICAL REQUIREMENTS

    This is sedentary work that requires the following physical activities:
    • Sitting for long periods of time, walking, finger dexterity, feeling, repetitive motions, talking, hearing, and visual acuity.
    • Occasional lifting (up to 10 pounds of computer equipment or paper supplies).
    • May be required to travel by car or plane to business events or other company locations.  Travel may require prolonged sitting or standing.
    • Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.
     
    WORKING CONDITIONS:
    • Normal office environment, within center providing direct services to homeless. 
    • May be subjected to fast-paced decision making, crisis situations.
    Contact Information