Administrative Support

ST VINCENT DE PAUL BREMERTON

Administrative Support

Summary:

The Administrative Support staff is responsible for assisting the Director of Finance & Human Services, the Administrative Assistant, and the Executive Director in office related tasks such as calendaring meetings, scanning and printing documents, coordinating the signature of documents, preparing meeting materials, compiling end of month data, answering and making phone calls, and  other office tasks and errands as needed. The Administrative Support Staff will handle client communications including addressing their assistance applications, arranging for services, and alerting clients to available services. The Administrative Support Staff will complete a variety of paperwork related to food donations, food pick-ups, inventory, receipts and payment requests, and more. Adheres to all St. Vincent de Paul, State and Federal mandates regarding Food Banking and other types of client care.

Schedule will be arranged with the Director of Finance and Human Services and may adjust as needs of the organization change. (Day shift).

Qualifications:

Must support and model to residents, clients and staff members, the guiding principles of the St. Vincent de Paul (SVDP) Mission and Vision.

Must be proficient in computer work including Microsoft Word, Excel, PDF documents, printing, scanning, converting documents, SharePoint and more.

Incumbent must have a personal self-care routine that will contribute to a professional and healthy work culture; supporting compassion, accountability, open communication and respect. Must have the ability to cope well with stress and not “buy into” the crises of clients and to see crises as a therapeutic opportunity to assist clients in creating change for themselves and their families.

Have the ability to communicate well; both orally and in writing and to document information clearly.

Incumbent must sign an oath of permanent confidentiality covering all patient-related information.

Responsibilities:

· Performs daily checks of phone messages and returns calls/email requests from clients, vendors, partners and more.

· Fosters a positive, healthy work environment for volunteers and staff. Maintains a clean and orderly environment in the office and shared spaces. Maintains supplies for the office and communicates needs.

· Is available to the Director of Finance & Human Services for a variety of office tasks including administrative grant work. 

· Models respect and compassion to all clients and utilizes motivational interviewing techniques to minimize resistance and encourage personal change in all clients.

· Is responsible for monthly Food Bank reports to document food distribution, donations, volunteer hours and community impact.

· May be asked to acquire food or supplies, or handle food gift cards, debit and credit cards, shop for the food bank, write payment requests for food purchases, etc.

· Communicates with Director of Finance & Human Services regarding any facility or operational issues and/or concerns.

· Meets with clients to determine eligibility for financial assistance programs. May be asked to assist clients with computer tasks and processing financial assistance requests. Works at front desk as needed.

· Makes phone calls for the Director of Finance & Human Services as well as the Executive Director, and assists in client communication, communication with vendors, and partner agencies.

· Offers referrals as needed to other social services, housing agencies.

· Refers clients to neighboring St. Vincent de Paul Conferences if appropriate and maintains contact until the issue is resolved.

· Submits monthly reports for food programs as needed. Ensures appropriate client data on file for TEFAP & EFAP programs, registering families as needed.

· Communicates services and upcoming events to clients as needed.

(and other duties as assigned).