Skip to Main Content

Administrative Assistant 3-10-306

Catholic Community Services of Southern Arizona
Tucson, AZ
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Catholic Community Services

Catholic Community Services of Southern Arizona strengthens families, supports communities, provides compassionate services, and strives for excellence. For more information visit our website at: www.ccs-soaz.org

https://drive.google.com/file/d/1fqDUVvS4X0djzbBdMjIVaJqdAn3ADa3a/view?usp=sharing

Benefits for the Administrative Assistant

  • Up to 27 paid days off during your first year, including 10 paid holidays
  • Health, Dental, Vision, and Life Insurance
  • Long Term Disability Insurance
  • Voluntary short-term disability, hospital confinement indemnity; accident, critical illness insurance
  • 403(b)
  • Section 125 Healthcare Reimbursement Account
  • Section 125 Dependent Care Reimbursement Account
  • Ongoing training and development

Location: Deaf & Residential Services Tucson

The Administrative Assistant serves as Agency receptionist by routing telephone calls from COPD and VCD, opening/closing agency building, processing mail, processing faxes, and maintaining front office/lobby areas including maintaining bulletin boards. Provides basic administrative support to Deaf and Residential Services (DRS) staff, as directed by supervisor. Position may from time to time be stressful and require a high demand of performance. May perform other duties as assigned.

ESSENTIAL FUNCTIONS FOR THE ADMINISTRATIVE ASSISTANT

  • Responsible for opening and closing of agency building in accordance with agency policy (shared task)
  • Sends, receives, and distributes fax correspondence as requested by staff (shared task)
  • Takes/writes concise messages for staff concerning calls and in-person visits/inquiries
  • Answers phone calls, VRS, and VideoPhone calls and routes to appropriate person
  • Responds to clientele in the lobby by informing appropriate staff, coordinating VP use and walk-ins
  • Creates new hard copy client files and tracks the check-out/return of current files on authorized form
  • Maintains/updates open and closed client files for numerous programs and service areas, while ensuring client confidentiality.
  • Responsible for filing documents per DRS agency policy
  • Responsible for entering client data into Access database and Client Tracking database.
  • Responsible for uploading to designated DDD website, COPD and CLP site reports
  • Responsible for processing Hearing Aid Bank requests - 4 hrs per week
  • Attends monthly staff meetings, takes meeting minutes, and transcribes and distributes minutes to staff
  • Maintains and copies all agency forms, hardcopy or within computer system
  • Assists staff with needs related to vehicles to include scheduling and securing vehicles
  • Provides basic administrative support to DRS staff (i.e. data entry, copying, errands, special projects, etc.)
  • Data enters all clients and their attendance into daily sheets for billing
  • Aids in assuring the Walk-In schedule is up to date
  • Aids in development of flyers
  • May drive agency or personal vehicle on company business
  • Utilizing social media venues to post necessary information pertaining to the agency events
  • Perform other duties as assigned

MINIMUM QUALIFICATIONS FOR THE ADMINISTRATIVE ASSISTANT

Suitable work experience may be considered as transferable skills in order to meet minimum requirements of the position and will be considered by the Corporate Director of Human Resources.

  • Associates or 2 years post-secondary education
  • Intermediate American Sign Language skills
  • 1 year of experience in general office procedures, practices, and equipment
  • Ability to type 40 wpm
  • Obtain State of Arizona Level One Fingerprint Clearance Card and pass drug screening
  • Valid Arizona Driver License, proof of insurance and Arizona Motor Vehicle Division 39 -month Motor Vehicle Report

DESIRED QUALIFICATIONS FOR THE ADMINISTRATIVE ASSISTANT

  • Bachelor's in Business or related field
  • Additional years of directly related experience
  • Bilingual, English/Spanish, verbal and written
  • 1 year of proven skill utilizing Microsoft Office Suite

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

We are an Affirmative Action Equal Opportunity Employer for all individuals. All qualified applicants are encouraged to apply.


Catholic Community Services of Southern Arizona

Address

Tucson, AZ
USA

Industry

Business

View all jobs at Catholic Community Services of Southern Arizona