Program Assistant

POSITION TITLE:        Program Assistant

DEPARTMENT:            Immigrant Services

REPORTS TO:             Program Manager

FLSA STATUS:            Non-Exempt

TIME COMMITMENT:  Full-time – 40 Hours   

SALARY:                      $20.00 - $23.00 per hour

POSITION DESCRIPTION: Responsible for providing program and administrative support to Immigrant Services.

To apply for this position you need to complete this Application

AGENCY CULTURE: 

The business and social environment we operate in has changed. What worked yesterday may not work today and will likely not work tomorrow. To thrive, we must incorporate new ways of thinking and embrace new practices. As part of our individual and agency cultural change process, it is critical that all employees of Catholic Charities aspire to the following:

• A commitment to the agency’s mission, vision, and values.
• A commitment to excellence in everything we do.
• A commitment to excel at performance and quality improvement.
• A commitment to outcomes and measured results.
• A commitment to innovation and to what is possible.

ESSENTIAL RESPONSIBILITIES:

• As directed by the Program Manager, assist Immigrant Services program and services as and when required.
• Maintain and schedule appointments for DOJ Accredited Representatives and Program Manager.
• Serve as custodian of all keys including the facility, cabinets, safe, offices, vehicles, etc.
• Serve as the contact person for contractors, vendors, and technicians who service the facilities.
• Coordinate with IT and Finance the maintenance and inventory of office equipment, including phones, copiers, printers, faxes, etc.
• Greet and receive clients at front desk, and maintain and monitor client waiting areas as needed.
• Answer phone calls, retrieve, and respond to voicemails and emails.
• Make clients feel welcomed and respected at all times.
• Notify legal team staff when clients have arrived.
• Maintain the inventory of office supplies.
• Collect service and consultation fees and provide the corresponding receipts to client, as well as maintaining our internal receipts for record.
• Keep management apprised of any issues, problems, and/or potential conflicts so that prompt investigation and resolution can occur.
• Provide other program and administrative duties as requested by the Program Manager.
• Provide corresponding intake and provide support to client while completing intakes.
• Open and send mail according to need.
• Take photographs, help with interpretations and translations when needed.
• Maintain a mailing log and postage log.
• Perform courtesy calls to clients when receiving correspondence from USCIS or EOIR, such as Request for Evidence, Approval, Biometrics, etc.
• Scan and upload all notices from USCIS or any other correspondence to e-immigration.
• Assist in filing incoming mail from USCIS.
• Assist Program Manager with closure of cases and cleaning of archive room.
• Create labels for files of new clients.
• Any other duties as assigned

QUALIFICATIONS:  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 accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE:

• Associate degree (A. A.) or equivalent from two-year college or technical school,
• Two- three years related experience or equivalent combination of education and experience.
• Must be detail-oriented and possess excellent skills in Microsoft Office Software, including PowerPoint, Excel spreadsheets, donation databases, and graphic presentation software.
• Ability to multitask and manage the office efficiently.  Ability to manage a filing system, track incoming and outgoing correspondence and coordinate the flow of paperwork around the office.
• Ability to read and interpret documents such as routine correspondence, safety rules, polices and procedure manuals. 
• Ability to write routine reports and correspondence. Ability to speak effectively before groups of visitors or employees of the agency.
• Ability to work in a team environment. Ability to work independently and meet specific deadlines.
• Excellent communication skills with fluency in written and spoken English. Preferred bilingual ability in one of the predominant languages of the local client base: Spanish, Haitian Creole, Dari, or Pashto.

CERTIFICATES, LICENSES, AND REGISTRATIONS:

None

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Catholic Charities Diocese of San Diego is a diverse, all-inclusive service organization and employer. We do not discriminate against any candidates on the basis of: race, color, creed, national origin, religion, sex, gender and/or gender reassignment status, age, sexual orientation, disability, pregnancy and/or maternity, marriage and/or civil union status, or any other legally protected characteristics.