Catholic Charities is seeking a friendly, motivated, and mission-driven Agency Receptionist and Administrative Assistant to answer calls to the agency's main phone line, direct requests to agency programs or local resources, and collaborate with staff across programs to connect callers to the information and services they need. This role will also support the agency by assisting with calendar management, data input, and digital clerical tasks as assigned.

Essential Duties and Responsibilities

· Answers all calls made to agency main phone line during normal business hours, review and forward appropriately voicemails received outside of normal business hours, demonstrating ability to work independently

· Prioritizes knowledge of Catholic Charities programs, services, and staff to best direct calls to appropriate agency staff across programs

· Provides community resource information and referrals to callers requesting assistance outside of Catholic Charities program capacity while maintaining strong boundaries with clients and staff members.

· Uses strengths-based, person-centered, and trauma-informed approaches in work with clients, coworkers, community partners, and community members.

· Schedules and maintains agency appointments and calendar access for programs housed in the Central Offices at 1015 Edmonds Street, Jefferson City, MO (Counseling, Community Services, Family Immigration, Health and Nutrition Services)

· Receives mail and packages at main entry and distributes appropriately

· Maintains “Automated Receptionist” feature with recordings for off-hours messages, holiday or emergency closures, etc.

· Provides physical and digital clerical support as needed, including data entry for executive staff, copying, mailing, filing of various program documents.

· Understands standard office procedures including alphabetic and numeric filing, mail processing, and record keeping. Ability to meet deadlines by effectively planning, organizing and prioritizing work assignments while managing frequent interruptions. Knowledge and ability to operate various office machines including: computer, printer, copier, scanner, eFax, telephone, and calculator.

· Participates effectively as a team member through communication, cooperation, information sharing, and problem-solving; attends and participates in staff trainings, meetings, activities, and programs as required.

· Other duties as assigned.

Supervisory Responsibilities

This position has no supervisory responsibilities.

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 the essential functions.

Education and/or Experience

High school diploma required, three or more years of experience in reception or switchboard management preferred.

Computer Skills

Demonstrates proficient computer skills and familiarity of Microsoft Office software applications including Outlook, Microsoft Teams, Word, and Excel. May also require the ability to use desktop publishing software as required. Ability to learn and effectively use various data collection and database management systems to record data as required. Demonstrates familiarity and proficiency with Internet tools and techniques for searching, extracting, and processing information.

Additionally, confidence with managing phone lines, phone systems, and familiarity with voice over internet phone (VoIP) software will be helpful in this role.

Workplace Ethics

Treats people with dignity and respect. Inspires the trust of others. Works ethically and with integrity. Maintains and safeguards confidential information. Possesses a strong commitment to the mission of Catholic Charities including the understanding of Catholic Social Teaching and ability to demonstrate the philosophy and values of the agency. The identity of the agency is clearly Catholic. As such, Catholic Charities’ staff adheres to the social and moral teachings of the Catholic Church.

Communication Skills

Exhibits excellent interpersonal communications skills and customer service, including the ability to establish and set strong personal boundaries. Keeps others adequately informed, collaborates well with colleagues, and exhibits the ability to work as a team. Expresses ideas and thoughts clearly in both written and verbal form. Exhibits good listening and comprehension skills; seeks clarification when needed and selects and uses appropriate communication methods. Ability to communicate and interact with a wide variety of people having diverse social concerns and problems. Ability to communicate the mission and services of Catholic Charities both within the agency and community.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports, business correspondence and procedure manuals utilizing proper English, grammar, punctuation and spelling; proofreads with accuracy and completeness to produce documents requiring minimal revisions by others. Ability to effectively present information and respond to questions from employees, managers, clients, and the public. Ability to respond professionally to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registrations

None required

Other Qualifications

Ability to successfully pass a child abuse registry check and criminal background check and requires completion of the Protecting God’s Children VIRTUS training session.

Licensed to operate a motor vehicle and ability to meet agency auto insurance coverage requirements. Local travel required.

The work of Catholic Charities serves as an expression of the ministry of evangelization of the Roman Catholic Church by serving the poor and most vulnerable in our society. Although staff are not to proselytize, they are, however, expected to be guided in every way by the teachings of the Catholic faith in their daily work. These include church teachings on abortion, sterilization, abstinence, and the sanctity of the family as well as fidelity to the Catholic ethical religious directive of the United States Conference of Catholic Bishops. In addition, all staff are invited to attend periodic Catholic Masses. As employees of Catholic Charities, it is further expected that staff will adhere to the Diocesan code of conduct. Employees are expected to not only perform duties consistent with the Doctrines of the Catholic faith, but outside of the workplace they are expected to refrain from publishing any communication in any form, electronic or otherwise, that affiliates them with Catholic Charities in a manner that is inconsistent with the doctrine of the Roman Catholic faith.

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.

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.

Job Type: Full-time

Pay: $16.00 - $19.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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