Job DetailsLevelExperiencedJob LocationCentral - Houston, TXEducation Level2 Year DegreeTravel PercentageNegligibleJob ShiftDayJob CategoryNonprofit - Social ServicesDescriptionCatholic Charities is looking for the right people; people who wish to serve their community as a part of a family friendly organization doing good within the Houston-Galveston area. We attract and retain the best talent by investing in our employees. People of all faiths helping people in need.Administrative Assistant/ Records Specialist is responsible for the secretarial support to the administrative tier of the St. Michael's Home for Children program including Program Director, Associate Program Director and Supervisory team. The successful candidate will be responsible for answering phone lines, distributing mail, creating client intake packets/folders, tracking personal client belongings, supporting client discharges, and petty cash. The position also provides support in the ongoing compliance and maintenance human resource requirements, funder requirements, and licensure requirementThe Expertise We Are Looking ForThe Expertise We're Looking For
- High School Diploma or equivalent.
- Two (2) years of experience as receptionists, or customer service representative.
- Valid Texas driver's license.
- Ability to drive safely in agency vehicles.
The Skills and Assets You Bring, and More
- Strong organizational, verbal, and written communication skills.
- Ability to safely drive on agency vehicles.
- Ability to appropriately handle and maintain confidential information.
- Able to prioritize responsibilities, handle multiple tasks, and work in a fast-paced environment.
- Demonstrate knowledge and understanding of professional boundaries with children in care, staff, and volunteers.
- Proficient in MS Office Suite (MS Word, Excel and Access).
What you Deliver
- 25% - Update and maintain employee records in compliance with licensing and government funding sources. Work in coordination with staff to obtain necessary documents. Works collaboratively with HR department to ensure employee files are kept up to date and information is filed or uploaded to Paycom as it is received. All information is kept confidential. Passes along staff communication and coordinates all staff meetings.
- 25% - Support compliance and maintenance of client files according to funder and licensing requirements. Complete file requests from ORR and/or ORR programs. Support in transition and maintenance of client files to electronic records.
- 10% - Create client files and client intake packets; provide intake packets to Case Managers; enter new clients into ETO.
- 10% - Maintains a database to track licensure, automobile insurance, driver's license and all other renewal dates. Keep the licensure database current at all times. Provide reports to administrative personnel.
- 10% - Work closely with HR department and administration to facilitate, coordinate, set-up, and track employees' training needs. Work in coordination with QC/HR to obtain appropriate documentation of all trainings attended by employees and upload training certificates to Paycom.
- 5% - Coordinate the quarterly Client Record Review for the program. Transport record safely and securely to ensure confidentiality compliance. Ensure results are provided to appropriate supervisors. Assist with other client file reviews to ensure licensure compliance.
- 5% - Provide trainings to program staff on various record management procedures and record review processes as necessary to ensure licensure compliance and to allow program to function at capacity. Participate in agency and funder mandated trainings.
- 5% - Coordinate activities with volunteers, answer phones, check mail and complete other duties as assigned.
- 5% - Perform other duties as required by supervisor.
Catholic Charities is an equal opportunity employer. We actively foster an environment that is free of racism, discrimination, bias, and harassment where all individuals are treated with dignity, safety, and respect. Successful applicant must comply with federal contractor vaccine mandate requirements.The work you do will help us advocate for the vulnerable among us, a network of support services to people of all ages and from all walks of life and religious backgrounds.