The Catholic Charities Refugee and Immigration Services Program in South Boston, seeks a full time Administrative Assistant. The Administrative Assistant responsibilities will include answering and directing a high volume of phone calls, many from speakers of other languages; greeting clients, scheduling clients for appointments with staff, management of agency petty cash and receivables, and quality control/review of program case files.
The Administrative Assistant provides coverage for the Laboure building reception desk.
The essential functions include;
• Maintain professional boundaries and client confidentiality at all times.
• Ensure that the activities of this position and relevant programs are
consistent with the mission, vision, and values of the Catholic Charitable Bureau Archdiocese of Boston and Refugee and Immigration Services.
• Greet all persons who enter RIS with a smile and demeanor that reflects
willingness to listen and help. Answer the RIS phone with courtesy and patience.
• Maintain client confidentiality at all times. Report concerns to the
Operations Manager for Community Interpreter Services or designee.
• Maintain cleanliness and organization in the client waiting room.
Organize pamphlets, flyers, throw away expired items.
• Proactively plan reception desk coverage for the Refugee and Immigration
Services Department during meal breaks and planned time off. Use monthly calendar to schedule RIS team members for coverage; use impartial scheduling method (e.g. first name by alphabet).
• Provide afternoon break coverage at the main Reception desk for the
Laboure building. Answer phones, transfer calls, deliver phone messages, greet, announce and direct visitors. Make certain that employees and visitors are signing in and out of the visitor log. Accept package and mail deliveries and communicate all activity to the Receptionist upon return.
Provide additional coverage as needed.
• Prepare and post regular, certified and overnight express mail. Take
certified or time sensitive mail to the post office at the time designated by supervisor or supervising attorney, typically during the 12-1pm hour and as needed.
• Identify administrative supply needs and reorder as necessary using
agency-approved vendors with affordable rates.
• Process check requests for general expenses and submit to the Business
Office for payment.
• Track, disburse and reimburse petty cash on monthly basis. Comply with
Finance department requirements for accounting of receipts and payments.
• Schedule interviews with job applicants and complete the follow-up
correspondence as requested by program managers.
• Input client data from various programs into agency client database,
• Assist with special projects and initiate improvements to administrative
• Refugee Resettlement – Open electronic and paper files for all new
clients – insert appropriate dividers, tabs, and forms. Maintain updated, electronic versions of required case file forms to be incorporated into files, including all those required by the United States Conference of Catholic Bishops (USCCB), the MA Office for Refugees and Immigrants (ORI), and other funding sources. Use case file monitoring tool to review refugee case files for completion and accuracy on a monthly basis. Report, via email any case file deficiencies to program manager and resettlement services coordinator. Assist resettlement staff as needed.
• Immigration Legal Services –Receive incoming mail addressed to
Immigration staff no longer with the department and give to current case handler as needed. Receive calls for immigration assistance and schedule consultation appointments on a weekly basis, using the shared legal calendar.
Call clients scheduled for consultation two days in advance of appointment to confirm. Research client information if requested. Assist immigration staff as needed.
• Community Interpreter Services –Help with periodic bulk mailings. Input
interpreter appointments into system as needed. Assist interpreter staff as needed.
• Work is performed in an office environment with the use of office
equipment. Will require extended periods of sitting and standing.
• Attendance at internal and external meetings and trainings as required.
• Periodic local travel as required.
• Other responsibilities as assigned.
• Qualifications in include an Associate degree, technical school
certificate or high school diploma or equivalent.
• A minimum of 2 years of administrative experience working in a busy
• Fluency in English and Spanish preferred.
• Pleasant phone manner with good communication and administrative skills.
• Professional, positive and patient demeanor.
• Strong typing and self-editing skills.
• Competent computer skills with Microsoft Office Suite and Outlook,
including tools such as mail merge, editing, and Excel spreadsheets.
• Keen attention to detail.
• Proven experience using client tracking databases.
• Interest in working in a high volume office that serves refugees,
immigrants, and interpretation/translation customers.
We offer a very generous benefits package that includes up to 3 weeks of accrued paid vacation after one year of working service.
12 paid holidays per year, paid sick time and 2 paid personal days.
Interested candidates should please send your letter of interest and resume
Please reference Job #: 8077 in the subject line.
We are an equal opportunity employer.
Visit us at: www.ccab.org.
No phone calls please.