Program Assistant - Crisis

Position Summary

The Program Assistant supports the Crisis Services department by providing friendly and efficient customer service and administrative support. This role is responsible for communicating with staff, clients, and community partners; maintaining records and documentation; coordinating meetings; and supporting the overall effectiveness of the Crisis Lead Manager and the Crisis Services department.

Responsibilities Provide clerical support for Crisis Services teams

• Handle incoming calls and messages related to Crisis Services team activities and forward quickly to the appropriate staff members.
• Complete program filing and scanning and submit client and court correspondence on time.
• Assist program staff with scheduling client appointments and screenings as requested.
• Attend team staffings, ensuring meeting minutes are recorded and program trackers or spreadsheets are updated timely after each meeting.
• Assist with the development of informational brochures, newsletters, flyers, etc. and special projects as assigned.
• Compile, organize, and submit program data and reports as instructed.
• Check all program equipment and office supplies to ensure availability for team use.
• Maintain and foster a positive and outgoing team atmosphere towards staff and clients.

Provide administrative support to the Crisis Lead Manager

• Assist with calendar management by scheduling appointments or meetings, preparing and distributing agendas & other resources, and ensuring awareness of upcoming commitments.
• Provide general clerical support including returning phone calls, sending emails, making copies, preparing and reviewing documents or presentations, and tracking project deadlines.
• Manage travel documentation, credit card invoices, and other expenses and submit for appropriate approvals and processing.
• Attend community meetings as directed to represent the agency.

Perform other duties as assigned

Perform other duties as assigned.

Qualifications

Physical Requirements

This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements

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Education

• High school diploma or GED required.
• Associate degree in business administration or related field preferred.

Experience

• 1 year experience in office or administrative work required.

Special Skills

• Pleasant, professional, welcoming and friendly demeanor with staff and clients.
• Bilingual (English/Spanish) preferred, but not required.
• Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multi-tasking.
• Comfortable with computer programs, specifically Microsoft Word and Excel with the ability to efficiently learn and navigate Electronic Medical Record (EMR) systems.
• Experienced in use of standard office equipment, including copier, fax, answering machine, postage meter, and calculator.
• Ability to maintain a professional, positive, team-oriented service attitude toward clients and staff at all times.

Licensure, Registration, Certification

• Valid Washington State driver's license and minimum required liability insurance for WA State.
• Must be deemed insurable as determined by Catholic Charities' liability insurance provider.

Employment is conditional upon

• Being cleared by criminal background check and fingerprinting when required.

Work Schedule

Monday-Friday, 8:00am - 5:00pm.

Wage Range

$20.14-$23.32 per hour, depending on experience.

Benefits

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year.
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities.
• Retirement 403(b) Plan: employee contributions commence upon employment;
  Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment.
• Basic Life Insurance paid 100% by Catholic Charities.
• Flexible Spending Account eligibility following 6 months of employment.
• Education Assistance Program…