Administrative Assistant (part-time)

Job Title: Administrative Assistant (Part-Time) Work Status: Part-Time

Reports to: Chief Program Officer Classification: Hourly/Non-Exempt

Mission: Established in 1992, ChildSafe is a nonprofit organization created to combat child sexual abuse in our community. Serving as Bexar County’s only Children’s Advocacy Center (CAC), we provide a continuum of care – including crisis management, case management, counseling and client services to child abuse survivors and their non-offending family members

The goals of the agency and its multidisciplinary partners include the following: a recorded forensic interview; ensure the coordination of appropriate and thorough investigation and prosecution of sexual and physical abuse and neglect cases with public and private agencies; provide crisis intervention and on-going counseling; provide public education and professional training; and advocate for the child and family during the investigative process.

Basic Functions

As a trauma focused agency, this position is integral in establishing a welcoming and safe environment for all who enter ChildSafe. It is a part-time non-exempt position and is responsible for administrative support for the client services department and Multi-disciplinary Team Partners, as well as assisting clients with completion of demographic forms, manages client flow from forensic interviews to Family Support Specialist visits, manages counseling clients’ arrival for appointments, and reception duties including oversight of clients while in the waiting room and management of ChildSafe’s telephone console.

Essential Job Functions:

• Screen front door intercom and individuals entering the building.

· Responsible for client check-in procedures and assisting clients with paperwork

• Serve as hostess to children, families and any other person who walks in the door providing a safe and welcoming environment.
• Ensure efficient flow of clients through good communication with the forensic interviewers, law enforcement, CPS workers, Family Support Specialists and Counselors.
• Provides administrative support to the Chief Operating Officer by assisting with the monitoring of facility needs/repairs.
• Manage telephone system and direct calls to appropriate staff.
• Manage and oversee all agency mail, including postage and necessary supplies.
• Responsible for logging and recording incoming in-kind, checks, cash and credit card transactions and donations.
• Responsible for general office tasks, like filing, ordering office supplies and providing administrative support to staff when possible.

Performs other duties as assigned.

Education/Skills/Training

• High School Diploma, required.
• A minimum of three years of experience as an administrative assistant required.
• Must have a welcoming and hospitable demeanor with excellent oral and written communication skills in both English and Spanish.
• Must be comfortable using a computer, open to learning new software and entering data. Strong computer literacy with Microsoft Office required.
• General office and clerical skills.
• Detail oriented and able to multi-task in a high paced environment.
• Excellent time management skills; dependable; efficient.
• Experience in working with children and families preferred.

Working Conditions/Physical Demands:

• General office environment
• Must be able to remain in a stationary position 80% of the time
• Needs to move about the office to access cabinets, files, office machinery including computers, copiers and printers
• Operates a computer and other office productivity machinery (EG: copiers/printers/postage machine)
• Will seldom ascend/descend ladder to retrieve client files
• Will frequently position oneself to unpack office supply order and other office deliveries
• Occasionally lifts supplies or files weighing up to 30 pounds
• Must be able to communicate well with clients, families and vendors

Hours/Shifts:

ChildSafe is open Monday – Thursday 8:00 a.m. to 8:00 p.m. and Friday 8:00 a.m. to 4:00 pm, this position is part time. The core work schedule will be Monday-Thursday 4:00pm-8:00pm but can vary based on business needs. Some flexibility required.

Benefits: Paid vacation, illness, mental health and holidays. Other benefits include, but are not limited to major medical, dental, vision, life and 401(k) safe harbor retirement plan.

General Statement: This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification and addition as deemed necessary by the Employer. Employees are required to comply with supervisory instructions and perform other duties, responsibilities and assignments requested by supervisors.

Job Type: Part-time

Pay: From $19.24 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 4 hour shift
• Monday to Friday
• Morning shift
• No nights
• No weekends

Work Location: In person