Bilingual Administrative Assistant - St. PJ's… at Archdiocese… · San…

Description

REQUIREMENTS:

    - Bilingual in English & Spanish

    - High School diploma or equivalent

    - Minimum of 3 years experience performing administrative duties and tasks, managing purchases and/or inventories 

      and using web-based databases.

    - Minimum of 1-year experience working with children.

Mission: The Mission of St. PJ's Children's Home is to be a safe and loving refuge for children in crisis and to accompany them on their journey to healing and wholeness, breaking the cycle of abuse and neglect one child at a time.

Summary:

The Administrative Assistant provides support to the Program Director and Assistant Program Director by handling a variety of tasks in order to ensure programmatic needs are met. This person must possess strong organization and time management skills with the ability to simultaneously manage multiple tasks and meet deadlines.  The Administrative Assistant promotes best practice and facilities the optimum delivery of quality trauma informed care to UAC.

Position Responsibilities:

• *Purchasing and/or disbursing petty cash for programmatic expenditures with budget consideration and Program Director approval;
• *Accurately coding of expenditures and uploading/tracking of receipts into multiple financial databases and/or reports;
• *Managing inventories of office supplies, medical supplies, clothing, household items, school supplies, cleaning supplies toiletries, linen, and other;
• *Fulfilling UC clothing/supply requests;
• *Submitting monthly financial reports; 
• Reviewing monthly financials to ensure compliance with operations/contract budgetary requirements;
• Maintaining the safety and well-being of children through supervision, adherence to program policies, and appropriate      interventions. This may include the use of approved crisis management techniques, such as physical containment, when necessary to protect the child or others from harm.
• Deliver client services and all daily interactions within the Sanctuary Model framework
• Managing contacts with vendors, contractors, and suppliers;
• Performing special projects as assigned by the Program Director;
• Actively participating in the enhancement and/or improvement of the living and working environment for residents and employees;
• Attending administrative staff meetings, staff retreats, and other team building activities as scheduled.
• Demonstrating proficiency in knowledge of agency policy, TDFPS Minimum Standards and ORR Policy;
• Demonstrating knowledge and sensitivity of cultural norms, values and heritage.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others;
• Responsible for protecting the confidentiality of any information or material obtained in the service  with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information;
• Adherence to the Code of Conduct and the Faith and Moral is mandatory;
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization;
• Attendance and successful completion of a 10- day New Employee Orientation is mandated for the position. The inability to meet this requirement will conclude employment with the Agency.
• Other duties as assigned by Program Director. 

Competencies 

Adaptability                              Ability to adjust to changing conditions and remain committed to excellence.

Communication                       Ability to effectively share information and ideas of various degree of difficulty and sensitivity through 

                                                    different means of communication and to diverse audiences. (Verbal and/or written)

Critical Thinking                       Ability to actively and skillfully process and generate information and belief using a set of core skills – 

                                                    analysis, evaluation, inference, deductive reasoning, and inductive reasoning.

Customer Service                    Ability to be attentive to the needs of internal and external customers and being able to find resolution 

                                                   within the parameters of set standards and messaging in a positive manner. 

 Integrity / Honesty                 Ability to conduct self in ways that are in concert with the organization’s standard of conduct when                            

                                                   advocating for and influencing others, and executing responsibilities.

Requirements

Minimum Qualifications: 

• Education
  • High school diploma or equivalent.
• Experience
  • Minimum of 3 years’ experience performing administrative duties and tasks, managing 
  • purchases and/or inventories, and using web-based databases; 
  • Minimum of 1-year experience working with children.
• License and Credentials
  • Reliable transportation;
  • Valid driver license;
  • Valid vehicle insurance.

Able to show proof of immunity to vaccine-preventable diseases transmitted by the respiratory route if working directly with UC;

• Varicella: two doses of varicella vaccine (at least 4 weeks apart) OR born in the United States before 1980 with a reported history of chickenpox (verified by an adult present at the time of illness) OR titers indicating varicella immunity OR documentation from healthcare provider verifying previous infection.
• MMR: two doses of MMR vaccine (at least 4 weeks apart) OR titers indicating immunity to all three diseases
• DTaP or TDap: Complete primary vaccination series. If primary vaccination series completed in childhood, one TDaP dose in adulthood.
• Influenza: one dose annually during flu season.

Minimum Knowledge and Skills: 

• *Bilingual: Fluent in English/Spanish with regards to reading, writing, speaking, and comprehension of the spoken language.
• Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel) and a variety of online database      systems, managing files and records, designing forms and other office procedures and terminology.
• Strong analytical and organization skills and abilities.
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem solving skills;

Travel Requirements:

Travel requirements for the position includes 10% local and 0% overnight.

Physical Requirements:

The position requires the following physical demands in the frequency noted.

C = Constantly (2/3 or more of the time) O = Occasionally (Up to 1/3 of the time)

F = Frequently (From 1/3 to 2/3 of the time) R = Rarely (less than on hour per week)

Physical   Demands                                               Frequency

Lifting up to 10 pounds                                           F

Reach above shoulder height                                 F

Sitting                                                                          F

Reach below shoulder height                                 F

Walking                                                                       F

Driving                                                                        F

Running                                                                      O

Stooping                                                                     F

Standing                                                                     F

Pushing                                                                      F

Bending waist (forward or sideways)                    F

Pulling                                                                        F

Balancing                                                                   F

Talking                                                                        F

Squatting                                                                    F

Hearing                                                                       F

Climbing                                                                     R

Crawling                                                                     O

Repetitive motions                                                   F

Other:

Disclaimer:

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, etc.) ** This is a Grant funded position and salary is dependent on funding availability. Position can be eliminated at any time because of lack of funding to support this position.**

St. PJ’s Children’s Home is an Equal Opportunity Employer. To view this and other employment opportunities please visit The Archdiocese of San Antonio website at www.stpjhome.org. You must apply through the website and complete the application and upload your resume. No phone calls please. If you are chosen for an interview, you will be contacted.