Job Details

POSITION TITLE: Clerk/Receptionist (Temporary Position)

DEPARTMENT: Refugee and Immigrant Services

REPORTS TO: RIS Director

FLSA STATUS: Non-Exempt

WORK SCHEDULE: 40 hours per week, (Mon-Fri 8:00 a.m. to 5:00 p.m.)

SALARY: $20.00-22.00/HR

To apply for this position, you need to complete this Application

POSITION SUMMARY:

The Assistant Clerk/Receptionist is the primary point of contact within the Refugee and Immigrant Services Department for clients accessing services through the San Diego Newcomer Project (SDNP), R&P, ANSP, and legal services, and is responsible for collecting, receiving paperwork and enrolling clients in RIS programs, and other case management-related related tasks, such as making appointments, creating paper and electronic files as well as other clerical and receptionist activities in support of the department and its programs.

AGENCY CULTURE:

The business and social environment we operate in has changed. What worked yesterday may not work today and will likely not work tomorrow. To thrive, we must incorporate new ways of thinking and embrace new practices. As part of our individual and agency cultural change process, it is critical that all employees of Catholic Charities aspire to the following:

• A commitment to the agency's mission, vision, and values;
• A commitment to excellence in everything we do;
• A commitment to excel at performance and quality improvement;
• A commitment to outcomes and measured results;
• A commitment to innovation and to what is possible.

ESSENTIAL FUNCTIONS:

• Performs general reception duties, e.g., answers multi-line phone, transfers calls to appropriate person, takes and delivers messages to appropriate receiver.
• Maintain and schedule consultation appointments for DOJ Accredited Representatives, Case Workers and Managing Attorney.
• Collect service and consultation fees and provide the corresponding receipts to the client, as well as maintain IS internal receipts for record keeping.
• Provides basic administrative support for the different program teams' members in coordination with the Program Manager at RS and our Managing Attorney at IS.
• Maintain a mailing log and postage log.

• Perform courtesy calls to clients when receiving correspondence from USCIS or EOIR, such as Request for Evidence, Approval, Biometrics, Interview notices, etc.
• Scan and upload all notices from USCIS or any other correspondence to eIimmigration to the appropriate file.
• Assist in filing incoming mail from USCIS.

• Provides direct services to/for Catholic Charities clients as assigned in a professional, courteous, and caring manner while maintaining personal and professional boundaries.
• Performs other duties as assigned to meet program needs.
• Participate in all required trainings, webinars, and other educational activities related to RIS programs as needed.
• Keeps management apprised of any complaints or issues voiced by clients and visitors so that appropriate follow-up action can be done in a timely manner.
• Other related duties as assigned.

QUALIFICATIONS:

• Knowledge of/familiarity with/sensitivity to the cultural background of refugees and other immigrant populations served by the department.
• Knowledge of the resources and providers (governmental, civic, social, health, educational, economic, faith-based, etc.) that are available within the community/county to assist refugees and other immigrants
• Exemplary, professional work habits verified by previous employers
• Commitment to the mission and values associated with the agency and the program, including social justice, respect for others and early employment

• Ability to contribute to and maintain accurate, complete and confidential records and reports

• Ability to answer telephone in a clear, pleasant and professional manner.

• Bi-lingual in English and one or more languages of the populations served by agency (Haitian Creole, Spanish preferred)

• Excellent verbal and written communication using proper grammar and vocabulary.
• Ability to present information effectively to clients, visitors, staff, and others.

• Familiarity with Microsoft Windows, Internet Explorer, MS Word, Excel, Access and other commonly used office software

• Ability to multitask and manage the office efficiently. Ability to manage a filing system, track incoming and outgoing correspondence, and coordinate the flow of paperwork around the office.
• Ability to read and interpret documents such as routine correspondence, safety rules, policies and procedure manuals.
• Ability to work in a team environment.
• Ability to work independently and meet specific deadlines.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid California Driver's License
• Safe driving record as demonstrated by a DMV report that shows no violations or restrictions

• Must successfully complete a background check
• Tuberculin Skin Test
• CPR/First Aid Certification (desired)

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 50 pounds. The employee must travel to various locations as required by the program.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.

Catholic Charities is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability.