Administrative Office Support Specialist - Bilingual (Spanish)

Description: Catholic Charities, Diocese of Joliet offers 43 paid days off per year, excellent medical benefits, and an employer-sponsored 403b plan that requires no contribution from employee. We prioritize your well-being and financial security.
Do you want to use your skills and talents to make a lasting difference in the world? At Catholic Charities Diocese, of Joliet we are mission-driven, focused on positive results for people and believe that people should be treated with dignity and respect.
If you feel the same way, we encourage you to join us in making a difference! Discover an extraordinary career opportunity that combines competitive pay with outstanding benefits.
Apply now so we can make a lasting impact together!

Essential Functions

• Function as the Administrative Office Support Specialist for the location assigned by providing quality administrative services to clients and staff as needed.
• Provides translation skills as needed for program success.
• Create and maintain effective filing system and case records for the program.
• Maintain supply of forms and information/documentation.
• Type case notes, memos, reports, meeting minutes and other correspondence as needed.
• Attend training and meetings as assigned to obtain guidance and information relating to specific functions within the program.
• Greet visitors and direct them to necessary agency personnel. Provide entry into building for all visitors.
• Answer phone lines and screen calls for program and ensure messages are forwarded to the appropriate personnel.
• Serves as point of contact in collecting, recording, and processing child care co-payments, following up with parent clients.
• Maintain tracking of expenses for classroom, office supplies, field trips and building supplies.
• Maintain logs as required by the program.
• Gather and maintain statistical data for program and prepare required reports.
• Assist with completion of program and agency forms and forward to appropriate personnel for processing.
• Handle client and staff issues with sensitivity, tact, compassion and professionalism.
• Prepare requisitions to order office supplies.
• Assist Family Advocates with written and verbal correspondence and directions as needed with families; with family contacts for children in need of medical and dental treatment and follow-up services; and with data entry into child tracking system.
• Complete program applications for families interested in participating in the Early Head Start and Head Start Program.
• Provide parents with monthly statements and reminders related to child care co-payments and data entry for tracking of payments. Provide families with other related co-payment information as needed.
• Assist with gathering information needed by the main office or assist with working with/at main office if necessary.
• Assist with recruitment efforts to maintain full funded enrollment in the program.

Great Employer Paid Benefits

• Time-off: 14 Holidays - 15 Vacation days - 5 Paid leave days and 9 Sick days
• Medical/Dental/Vision Health Insurances
• Flexible Spending Account
• Short-term Disability Insurance
• Long-Term Disability Insurance (employee paid optional)
• Life and AD&D Insurance
• 403B Retirement Plan with employer contributions
• Employee Assistance Program (EAP)

Requirements:

• High School Diploma or equivalent is required for this position. All degrees must come from a regionally accredited educational institution which has U.S. Department of Education approval.
• A minimum of one (1) year of experience in office and clerical areas is required.
• A minimum of one (1) year experience in bookkeeping related to accounts receivables and collection, preferred.
• Demonstrated ability to work constructively with persons from all ethnic, economic and social background.
• Proficiency in the use of Microsoft Office applications including Outlook, Word, and Teams.
• Strong verbal and written communications skills. Fluent oral and written bilingual Spanish skills required. Must successfully pass a bilingual assessment.
• Passage of complete background clearance, physical and Tuberculosis (TB) Test.
• A valid driver’s license, reliable means of transportation and proof of liability insurance is required.