Upbring Careers

Secretary - Foster Care/Adoption

Job ID
2017-2793
US-TX-Houston
Type
Regular Full-Time
Shift/Hours
Various
# of Openings Remaining
1

Overview

Upbring, the new Lutheran Social Services of the South, is a 135 year-old nonprofit organization with a rich legacy of serving vulnerable people across Texas. Its mission is to break the cycle of child abuse by empowering children, families and communities. Upbring serves more than 30,000 people annually and provides innovative programs and services for children including foster care, adoption, education, residential treatment and community services. For more information, visit Upbring.org.

Responsibilities

The primary duty of the Secretary is to provide receptionist and secretarial duties for the Foster In Texas (FIT) team, such as answering the telephone, filing, basic bookkeeping, and office management.    

 

Essential duties

  • Answer and direct all incoming calls to appropriate staff; take messages when needed
  • Professionally greet all visitors entering the office; notify staff of their visit and escort to appropriate waiting location
  • Respond to general inquiries about the program or refer to appropriate staff for more detailed information
  • Develop and maintain a tracking system and record keeping process for FIT inquiries
  • Gather information from prospective foster or adoptive parents and sent inquiry packets upon request
  • Receive, sort, date stamp, and distribute all incoming mail and documents
  • Complete the mailing process for all outgoing mail
  • Manage and order supplies and ensure appropriate inventory is available for normal and peep business needs
  • Maintain mailing lists for staff and provide mailing supplies
  • Manage the postage machine as it relates to operation and available funds
  • Serve as back-up for the office front desk area and perform assigned receptionist duties
  • Other duties and special projects as assigned

 

Working Relationships

  • Develop and maintain positive working relationships with management, staff, and visitors to ensure they are greeted, welcomed, and serviced in a professional manner at all times.
  • Work closely with the FIT team to ensure operations are effectively and efficiently supporting Agency objectives and program purpose.
  • Work as part of the team and show professionalism at all times by modeling and demonstrating positive working relationships and attitude, while maintaining appropriate boundaries at all times.

 

Qualifications

Minimum qualifications

  • High School diploma or equivalent
  • 1 year secretarial, receptionist, or administrative experience
  • Highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook
  • Strong customer service skills with the ability to greet and welcome people with a professional and pleasant demeanor
  • Strong customer service skills
  • Ability to work independently and as part of a team; take initiative and work with limited supervision
  • Strong people and interpersonal skills with the ability to work and interact with a diverse groups of people
  • Excellent written and verbal communication skills
  • Strong organizational and time management skills with the ability to meet deadlines and manage multiple requests and job expectations

 

Preferred Qualifications

  • Associates degree in Business Administration, Office Administration, or closely related field
  • 3 years secretarial, receptionist, or administrative experience

 

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. This position will require frequent walking and sitting and standing for long periods of time. There may be a need to lift, move, or carry up to 50lbs with or without assistance.

 

The statements herein indicate the general nature and essential duties and responsibilities of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities required to perform the job. Management may assign or reassign duties and responsibilities of the job and may request the employee to perform other duties and responsibilities not listed at his/her discretion. This job description is not a contract between the employee occupying the position and the employer. Upbring is an at-will employer.

 

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