Administrative Assistant

 JOB SUMMARY

The Administrative Assistant assists staff with supporting the activities and services of the Immigration Legal Services Program. 

MINISTERIAL CHARACTER

Catholic Charities is a religious organization founded by the Catholic Diocese of Austin to provide direct social services to those in need. It is related to but separate from the diocese. Catholic Charities helps the Bishop of Austin fulfill Christ’s mission in Central Texas.  Some positions employed in Catholic Charities of Central Texas help to extend the ministry of the Catholic Church in particular ways as outlined in the job description. Therefore, the Catholic Charities of Central Texas employee in this position is related to and assists the Catholic Church in the performance of its ministry and thereby engages in ministry for the church.

ESSENTIAL DUTIES

• Perform administrative support functions for the Immigration Legal Services program.
• Follow set procedures in carrying out instructions with general supervision.
• Sort and distribute mail, photocopies and files.
• Organize and maintain filing system.
• Compile data, perform data entry, and complete forms or reports.
• Prepare routine correspondence, memos, and reports.
• Greeting visitors and answer telephone calls for the program/department.
• Schedule and coordinate meetings and appointments for program/department.
• Complete all necessary documentation to ensure compliance with funding requirements, licensing requirements and agency quality assurance standards.
• Participate as an active team member of Catholic Charities.
• Maintain a work schedule that maximizes availability to staff and customers.

KNOWLEDGE, SKILLS and ABILITIES

• Ability to proficiently communicate in English and Spanish (conversing, writing, and reading).
• Ability to work independently, with a minimum of supervision, and to understand office operations.
• Ability to communicate orally and in writing, clearly, accurately in a proficient, professional, pleasant and effective manner. 
• Ability to be creative, accurate and have attention to detail. 
• Ability to process changes with short notice.
• Ability to work effectively with diverse populations, including low-income persons and other disadvantaged persons. 
• Ability to conformably work in a faith-based environment.
• Ability to maintain confidentiality at all times.
• Ability to operate various word processing software, spreadsheets, and database programs such as: Microsoft Word, Excel, Publisher, Outlook and PowerPoint.
• Ability to organize, prioritize, and utilize effective time management techniques to meet deadlines.
• Ability to follow instructions furnished in verbal or written format.
• Ability to create and foster an environment consistent with agency culture, mission, vision, and values.
• Ability to develop and maintain positive relationships with all segments of the community (parishes, priests, religious, laity, Catholic ministries, civic leaders and community agencies). 
• Ability to provide excellent customer service to internal and external customers and work effectively with others.
• Ability to travel throughout a 25 county service region as necessary.

MINIMUM QUALIFICATIONS

Education and Trainings:

• High School Diploma or GED acceptable to Texas Education Agency.

Experience:

• Two (2) years of full-time wage earning experience in clerical or administrative assistant role. 

Language:

• Bilingual English-Spanish (proficient in conversing, reading, and writing).

Licenses/Certifications:

• Valid Texas driver’s license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

WORK HOURS AND LOCATION

Regular office hours are Monday to Friday, 8:30 AM to 5:00 PM. This position may require working some evenings and weekends. This position works at 1625 Rutherford Lane, Austin, TX. 78754. 

WORKING CONDITIONS

• Catholic Charities is an at-will employer.
• All buildings and vehicles owned by Catholic Charities of Central Texas are tobacco free.
• Working in a fast-paced environment with priorities and plans that may change rapidly.
• Will be exposed to religious ceremonies, conduct and speech including Catholic Christian prayer and liturgical celebrations.
• Will be required to adhere to established dress codes and conduct standards.
• Working on weekends, evenings and some holidays may be required.
• May be required to use personal or agency vehicles to drive to off-site locations through a 25 county region.
• Traveling within and outside the 25 county service region for meetings and other events may be required, and travel may include overnight lodging.