Catholic Community Services of Southern Arizona, I Administrative Assistant II in Albuquerque, New Mexico

As a condition of employment, all CCS employees are required to qualify for an Arizona Level One Fingerprint Clearance Card

Position Purpose

Responsible for the administrative and clerical support flow for COPD-New Mexico. Routes telephone calls to appropriate staff members, records concise messages and receives clients/visitors. Opens/closes agency building daily, processes incoming/outgoing mail, orders office supplies, and sends, receives and distributes fax correspondence. Maintains front office area, lobby and lobby bulletin board. Executes supply acquisition processes. Completes new hire paperwork, compiles new hire and benefits packets. Provides general support services to all COPD-New Mexico staff, as needed. Position may from time to time be stressful and require a high demand of performance. May perform other duties as assigned.

Essential Functions
  • Greets clients and visitors in person and/or via telephone or TDD in a polite manner and advises appropriate staff of client/visitor calls
  • Takes/writes concise messages for staff concerning telephone, video calls or TDD calls and in-person visits/inquiries

  • Supports monthly billing actions including DVR authorizations, unit count entry, and staff and service time tracking

  • Works with hiring authorities to complete new hire paperwork with new employees, ensuring accurate completion of all required documents
  • Collects, logs and submits payroll documents and timesheet changes to SCS HR for processing; receives, processes and disseminates employee checks and payroll documents; researches and resolves agency payroll related issues
  • Provides administrative support to the agency management and staff, as necessary
  • Works with program supervisor to maintain client file tracking system to include date of intake, authorizations and termination information as requested
  • Maintains emergency contact and basic PAR for staff
  • Acts as custodian of petty cash account, requests and maintains funds, and reconciles bank statements
  • Coordinates facility needs related to supplies and building maintenance through contact with the landlord and appropriate contractors
  • Purchases of office supplies and other necessary items in a fiscally responsible way to ensure operational efficiency of the office
  • Responsible for opening and closing of agency building in accordance with agency policy
  • Sends, receives and distributes fax correspondence as requested by staff
  • Processes incoming and outgoing mail
  • Maintains front office area, lobby and lobby bulletin board
  • Monitors telephone and IT issues and arranges repair, as necessary
  • Coordinates intake appointments for counselors
  • May drive agency or personal vehicle on company business

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.

Minimum Qualifications

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

  • High School / GED
  • Ability to answer voice telephone call and reply verbally
  • 1 year of experience in related administrative support capacity
  • Proven skill utilizing Microsoft Office Suite in a network environment
  • Willingness to learn American Sign Language
  • Pass drug screening
  • Pass FBI Fingerprint Criminal History Summary
  • Valid New Mexico Driver License, proof of insurance and New Mexico Motor Vehicle Division Motor Vehicle Report
Desired Qualifications
  • Post-secondary education
  • American Sign Language proficiency
  • Bilingual, English / Spanish, verbal and written
  • Additional years of directly related experience

No.: 03-10-104

Location: Community Outreach Program for the Deaf - Albuquerque

Status: Non-Exempt - Full Time

Salary: $9.00 - $11.25 per hour DOE -- 35 hours per week

Open: Sep 13, 2016

Closing Date: Open Until Filled