Job Description
Description: Work Days: Mon. thru Fri. Work Hours: 10:30 am to 7 pm Work Location: 919 Mission Rd, San Antonio, TX 78210 REQUIREMENTS: Bilingual in English & Spanish High School diploma or equivalent Minimum of 3 years experience performing administrative duties and tasks, managing purchases and/or inventories and using web-based databases. Minimum of 1-year experience working with children. Mission: The Mission of St. PJ's Children's Home is to be a safe and loving refuge for children in crisis and to accompany them on their journey to healing and wholeness, breaking the cycle of abuse and neglect one child at a time. Summary: The Administrative Assistant provides support to the Program Director and Assistant Program Director by handling a variety of tasks in order to ensure programmatic needs are met. This person must possess strong organization and time management skills with the ability to simultaneously manage multiple tasks and meet deadlines. The Administrative Assistant promotes best practice and facilities the optimum delivery of quality trauma informed care to UAC. Position Responsibilities: Purchasing and/or disbursing petty cash for programmatic expenditures with budget consideration and Program Director approval; Accurately coding of expenditures and uploading/tracking of receipts into multiple financial databases and/or reports; Managing inventories of office supplies, medical supplies, clothing, household items, school supplies, cleaning supplies toiletries, linen, and other; Fulfilling UC clothing/supply requests; Submitting monthly financial reports; Reviewing monthly financials to ensure compliance with operations/contract budgetary requirements; Maintaining the safety and well-being of children through supervision, adherence to program policies, and appropriate interventions. This may include the use of approved crisis management techniques, such as physical containment, when necessary to protect the child or others from harm. Deliver client services and all daily interactions within the Sanctuary Model framework Managing contacts with vendors, contractors, and suppliers; Performing special projects as assigned by the Program Director; Actively participating in the enhancement and/or improvement of the living and working environment for residents and employees; Attending administrative staff meetings, staff retreats, and other team building activities as scheduled. Demonstrating proficiency in knowledge of agency policy, TDFPS Minimum Standards and ORR Policy; Demonstrating knowledge and sensitivity of cultural norms, values and heritage. Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others; Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information; Adherence to the Code of Conduct and the Faith and Moral is mandatory; Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization; Attendance and successful completion of a 10- day New Employee Orientation is mandated for the position. The inability to meet this requirement will conclude employment with the Agency. Other duties as assigned by Program Director. Competencies Adaptability Ability to adjust to changing conditions and remain committed to excellence. Communication Ability to effectively share information and ideas of various degree of difficulty and sensitivity through different means of communication and to diverse audiences. (Verbal and/or written) Critical Thinking Ability to actively and skillfully process and generate information and belief using a set of core skills – analysis, evaluation, inference, deductive reasoning, and inductive reasoning. Customer Service Ability to be attentive to the needs of internal and external customers and being able to find resolution within the parameters of set standards and messaging in a positive manner. Integrity / Honesty Ability to conduct self in ways that are in concert wi