Catholic Community Services of Southern Arizona, Inc. (CCS) is thriving! For 90 years, CCS has focused its mission to strengthen families, support communities, provide compassionate services, and deliver excellence. Providing Help. Creating Hope. Serving All.

We credit our continued success to our valuable employees! If you want to make a difference, help people, and serve your community, we want YOU to join our team! For more information visit our website at: www.ccs-soaz.org.

The Administrative Assistant I is responsible for the administrative and clerical support flow for the Volunteer Income Tax Assistance (VITA) and Low-Income Taxpayer Clinics (LITC) programs, and enrolling clients into the Supplemental Nutrition Assistance Program (SNAP). Provides a variety of administrative support services for the Agency; may include a combination of creating reports and correspondence, scheduling for VITA and LITC clinics, data processing, office machine operation, meeting preparation and filing, and providing education and outreach to individuals who speak English as a second language. Additionally, this position receives and greets clients in-person and via phone. Position may from time to time be stressful and require a high demand of performance. May perform other duties as assigned.

ESSENTIAL FUNCTIONS

• Greet clients and visitors in person and/or via telephone and other telecommunication in a polite manner and advises appropriate staff of client/visitor calls.
• Takes/writes concise messages for staff concerning telephone, video calls and other telecommunication calls and in-person visits/inquiries.
• Receives tax documentation.
• Supports Program Coordinator with VITA and LITC clinic.
• Schedules appointments for VITA and LITC.
• Makes reminder calls to clients.
• Support VITA and LITC Coordinators with interpretation.
• Interviews clients to determine needs and eligibility for SNAP.
• Process SNAP applications and benefits screening, using online software.
• Participate in community outreach events.
• Assist Associate Director with volunteer recruitment and training.
• Maintains file system for client records, filing daily progress notes and assuring confidentiality.
• Coordinate and manages the tax volunteers by their specific roles.
• Works with all other Agency departments assisting with filing, creating folders, scanning, faxing, organizing folder in the file room and on the computer.
• Provides administrative support to the agency management and staff as necessary.
• Purchase office supplies and other necessary items in a fiscally responsible way to ensure operational efficiently of the office.
• Processes incoming and outgoing mail.
• Monitors all laptops, printers and scanner issues and assists Associate Director and/or Program Coordinator in arranging repairs.
• Maintains organization of the copy room and file room on a regular basis.
• May drive agency or personal vehicle on company business.

STANDARD BEHAVIORAL RESPONSIBILITIES

• Staff members will be respected as human beings with certain job skills who are contributing to the total success of Catholic Community Services
• Employees should respect each other's workloads and avoid excessive personal conversations causing work to fall behind and work pressures to increase.
• Adhere to Mission and Valued Actions of Catholic Community Services of Southern Arizona, Inc.
• Meet the needs of internal and external customers / clients with dignity and respect!
• Consistently display positive attitude, and team spirit.
• Accepts responsibility for and maintains confidentiality.
• Adhere to expectations of required mandatory in-services / certifications / licensures.

MINIMUM QUALIFICATIONS

Suitable work experience may be considered as transferable skills to meet the minimum requirements of the position and will be considered by the Corporate Director of Human Resources.

• High School / GED
• Ability to answer voice telephone calls and reply verbally.
• 1 year of experience in related administrative support capacity.
• Proven skill utilizing Microsoft Office Suite in a network environment.
• Bilingual, English / Spanish, verbal and written.

REGULATORY

• Must be at least 18 years of age.
• Valid driver license, proof of insurance, and 39-month motor vehicle report.
• Ability to obtain and maintain Arizona Level One Fingerprint Clearance Card (employer paid).
• Pass pre-employment drug screen (incudes marijuana, regardless of recreational use laws) (employer paid).

DESIRED QUALIFICATIONS

• Post-secondary education.
• Marketing and outreach experience.
• Bilingual in other languages other than English and Spanish.
• Additional years of directly related experience.

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

We are an Affirmative Action Equal Opportunity Employer for all individuals. All qualified applicants are encouraged to apply.