Catholic Community Services of Southern Arizona, Inc. (CCS) is thriving! For 90 years, CCS has focused its mission to strengthen families, support communities, provide compassionate services, and deliver excellence. Providing Help. Creating Hope. Serving All.

We credit our continued success to our valuable employees! If you want to make a difference, help people, and serve your community, we want YOU to join our team! For more information visit our website at: www.ccs-soaz.org.

OVERVIEW

Under direction of the Program Administrator, Program Manager, or designee, is responsible for encouraging and empowering Medical Respite guests to recover by providing support to clinical, administrative, and facility operations. The Administrative Assistant II assists Medical Respite guests with navigating and utilizing the Casa de Respiro facility and other services offered by Catholic Community Services and partnering entities. Performs general clerical duties in accordance with the office procedures of the agency; may include a combination of answering telephones; greeting clients; data entry; word processing; bookkeeping; office machine operation; filing; and monthly, quarterly, and year-end reports. Position may from time to time be stressful and require a high demand of performance. May perform other duties as assigned.

ESSENTIAL FUNCTIONS

• Protects and maintains the confidentiality of guest records and information
• Provides general administrative support for Catholic Community Services Casa de Respiro staff, including: opening and closing cases, checking guest profiles, filing, and preparing summary reports and/or outcome reports from clients as needed by program staff
• Operates the switchboard, greets guests, provides paperwork to clients for completion, collects monies, and prepares deposits
• Maintains organization in mail room and monitors postage meter
• Oversees the organization and the maintenance of the employee breakroom
• Responsible for scheduling maintenance of office equipment including postage meter
• Sorts and distributes incoming mail and prepares and stamps outgoing mail/packages
• Prepares correspondence, reports, forms, and other materials as needed for program
• Verifies guest enrollment and eligibility
• Provides outstanding customer service to create a welcoming, safe, and therapeutic environment
• Ensures the timely ordering and delivery of all administrative and shelter supplies to meet needs of staff and guests
• Directs and assists with both back office and front office work processes, including those related to claims adjudication, referrals, admissions, discharges, call routing, etc.
• Oversees, coordinates, and schedules contracted facility services such as laundry, janitorial, and equipment maintenance and repair
• As necessary, facilitates collaboration and communication between CCS and other partnering entities and stakeholders
• Participates in adult recovery team (ART) meetings when asked by either guests and/or staff
• Empowers guests to direct their own care and engagement with the community
• Encourages the health, safety, and welfare of guests at all times.
• Assists treatment team with ongoing assessment of guests' emotional, behavioral, and social needs
• May drive personal or agency vehicle on company business

MINIMUM REQUIREMENTS

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

• High School Diploma or GED
• 1 year of experience in administrative work
• Proven skills utilizing Microsoft Office Suite
• Ability to obtain First Aid and CPR certification
• Proven strong communication skills - oral and written are clear, concise, and in an organized fashion using appropriate style, grammar, and tone
• Strong knowledge of numbers, their operations, and interrelationships, including budgeting experience
• Exercises administrative judgment and assumes responsibility for decisions and results having an impact on people, costs, and/or quality of service with the functional area

REGULATORY

• Must be at least 18 years of age
• Valid driver license, proof of insurance, and 39-month motor vehicle report
• Ability to obtain and maintain Arizona Level One Fingerprint Clearance Card and FBI National Criminal Records History Report (employer paid)
• Pass pre-employment drug screen (incudes marijuana, regardless of recreational use laws) (employer paid)
• TB screening (employer paid)

DESIRED QUALIFICATIONS

• Associate Degree in related field or 2 years post-secondary education
• Additional years of directly-related experience
• Bilingual in English and Spanish, verbal and written
• Background in community health and working with homeless population

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.