Job Description

Who is Catholic Charities?

We are a passionate group of individuals who serve our clients and enjoy working hard to show our values of: Compassion, Hope, Accountability, Respect, Dignity and Service in everything we do! Catholic Charities serves people across the heart of our state. We are a nonprofit organization supported by generous individuals, foundations, businesses and faith communities. At the heart of what Catholic Charities does is people. People seeking help, people offering help, and people who believe that we are all a community of neighbors, here in Central Minnesota. The most important people to us are our clients: those who we humbly serve.

The Receptionist/Program Assistant is responsible for receptionist functions for Catholic Charities Roosevelt campus, primarily greeting, assisting, and referring clients to appropriate staff. Additionally, this individual will answer incoming phone calls for the agency, provide secretarial support and file maintenance, process housing applications, maintain Affordable and Transitional Housing waitlists, complete rental references, collect rents from walk-ins, and complete administrative tasks for the Affordable Housing program.

Qualifications:

• Two (2) years’ post high school education required.

• Two (2) years’ required.

• Requires a valid driver’s license and pass the Kari Koskinen

Position Duties:

Receptionist, Public Relations, and Communications

A. Answers and screens incoming calls for all of Catholic Charities and transfers calls to the appropriate staff.

B. Receives and processes emergency or cancellation calls to personnel.

C. Directs walk-ins and visitors to appropriate staff.

D. Provides information and referrals for other Catholic Charities programs with misdirected clients, vendors, etc.

E. Responds to clients and the public in a positive, respectful, and caring manner.

F. Processes all messages left on the answering machine daily.

G. Secures assigned areas and turns off equipment and lights at the end of each work day.

H. Directs people to online housing application and provides information to prospective renters on various housing complexes.

I. Answers the Housing emails daily and prints invoices for Data/Financial Coordinator.

J. Directs residents to online work order if needing maintenance.

K. Maintains appearance of front lobby area ensuring clean up and organization.

Reviews and processes Housing applications; completes rental references

A. Reviews applications for completeness before accepting them. Is familiar with all documents that need to be included in each application packet for each individual apartment complex.

B. Runs criminal background checks via resident screening company. Obtains landlord references from applicant’s rental history. Completes rental verifications on previous residents.

C. Dates and time stamps the application. Processes and forwards the criminal and rental history information.

D. Assists with resident verification process.

E. Removes residents from waitlist.

Secretarial Support

A. Maintains waitlist for Affordable and Transitional Housing.

B. Maintains vendor list and makes contacts to vendors.

C. Files documents, scans as appropriate to housing resident files.

D. Types and revises forms as requested or needed.

E. Assembles and supplies application packets for various projects.

F. Maintains all keys to Roosevelt campus with a key list.

Daily Mail Duties

A. Receives, opens, and date stamps mail according to procedures established and distributes correspondence to appropriate individuals at Roosevelt campus.

B. Receives, sorts, and distributes interoffice mail for departments.

C. Processes the outgoing mail of the Catholic Charities staff at the Roosevelt campus.

D. Weighs and stamps all outgoing mail.

E. Maintains the postage machine and ensures postage funds.

F. Tracks postage usage for each program with a code activated scale. Forwards a log to report to the Finance department for allocation of cost to appropriate cost center.

Maintains inventories, supplies, and forms

A. Orders supplies for all of Roosevelt campus and programs.

B. Ensures copy machine, fax machine and postage machine have necessary supplies and paper.

C. Calls for repairs when needed.

Abides by basic employment expectations

A. Maintains a professional atmosphere in carrying out responsibilities of the position.

B. Adheres to data privacy law.

C. Performs all duties in conjunction with agency philosophy and Code of Conduct.

D. Follows agency policy and procedures.

E. Works cooperatively with all programs of Catholic Charities to improve the level of communication and support among staff which will foster the philosophy that we are part of the larger organization of Catholic Charities.

What you earn and benefits:

• PTO (17 days your first year)

• 8 paid holidays (7 full days, 2 half days)

• Extended paid leave (5 days)

• Health insurance

• Waive-off credit for those who have other group health insurance

• Basic Life Insurance, Accidental Death and Dismemberment Insurance (AD&D)

• Optional life insurance coverage for yourself, spouse and/or dependents

• Optional Short and Long-term disability insurance

• Pre-tax (Flexible Spending) Accounts for medical, dependent care and adoption expenses

• 401(k) plan with agency match

• Employee Assistance Program

• Employee Discount Program

• Wellness Program

To apply for this position, please send your resume to hr@ccstcloud.org (Jennifer.Josephs@ccstcloud.org) or apply online at www.ccstcloud.org . For a complete up to-date listing of open job positions please visit the Catholic Charities website at: www.ccstcloud.org/employment

EEO/AA