Upbring Careers

  • Administrative Assistant, Disaster Response

    Job ID
    2018-3323
    Location
    US-TX-Matagorda/Brazoria
    Type
    Regular Full-Time
    Shift/Hours
    1st Shift
    # of Openings Remaining
    1
  • Overview

    The Administrative Assistant for Disaster Response is responsible for providing administrative and clerical support for the disaster response program and staff, including data entry, filing, record keeping and front office interface. This is a grant funded position for specified period of time per grant and/or funding. 

    Responsibilities

    Essential Duties  

    • Greet clients and visitors in a courteous and professional manner at all times; notify the appropriate staff, assist with directions as needed; maintain confidently for clients visiting the office
    • Answer incoming telephone calls and direct to the appropriate staff in a courteous and professional manner
    • Develop and maintain tracking systems and record keeping processes for program services based on program needs
    • Receive, sort, date stamp, and distribute all incoming mail, faxes, and documents in a timely manner
    • Respond to general inquiries regarding program services or refer to appropriate staff
    • Maintain program manual with updates; maintain an inventory and availability of program forms and documents for program staff
    • Assist with mass mailings to clients or program outreach
    • Prepare brochures, handouts, or other marketing material, as requested
    • Review staff reports, including travel logs and expense reports for completeness and accuracy and submit as directed; prepare invoices for payment
    • Prepare correspondence, memos or reports as requested; review and edit documents
    • Provide data entry support to case management team
    • Assist with case file and database audits as requested
    • Support outreach efforts to identify resources to support client recovery efforts; organize and update resources in database as needed
    • Provide support to case managers to assist with client follow-up, document retrieval or duplication of benefits requests
    • Assist and support staff and management team with client application processes
    • Maintain files onsite and track files for check out; ensure onsite files are secure and ensure client confidentiality
    • Maintain process for assuring confidentially of files, client information, and Agency data
    • Order and manage program office supplies and materials
    • Other duties and special projects as assigned

     

    Working Relationships

    • Develop and maintain positive working relationships with clients, their families, volunteers, community partners, and service providers and professionals to ensure survivor needs are being met.
    • Work closely with the disaster case management team to ensure case management services are addressed and delivered in a timely manner and the program process is operating effectively and efficiently to meet the needs of the survivors and/or their families.
    • Work as a team player and exhibit professional behavior and a positive attitude with clients, their families, the disaster response team, and other external partners that reflects positively on the Agency and is consistent with Agency policies and practices.

    Qualifications

    Minimum Qualifications

    • High School diploma or GED equivalent
    • 2 years of clerical or administrative experience
    • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
    • Demonstrated ability to apply compassion and empathy when dealing with stressful and difficult situations; exhibit sound ethical judgement and maintains confidentially
    • Ability to work independently and collaboratively as part of a team; take initiative and work with limited supervision
    • Strong interpersonal skills with the ability to work with 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

    • Experience working with client management, case management or social solutions database, highly preferred
    • Advanced proficiency in Excel

     

    Physical Demands & Work Conditions

    • This position requires sitting and looking and using a computer for long periods of time
    • Lift, push, pull, move up to 30 lbs.

     

    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, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

     

    Agreement

    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. Equal Employment Opportunity/M/F/disability/protected veteran status

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