Administrative Assistant, Reception and Intake

4 weeks ago

Houston, United States Church World Service Full time
About CWS

Imagine waking up every morning with the chance to change someone's life. Imagine knowing your efforts will benefit both your career and our neighbors around the world. At CWS, our team knows they are making a difference every day. Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children ... implementing hygiene initiatives in Cambodia or rebuilding projects in Central America ... or even connecting remotely from your home on fundraising campaigns, grant reports, or critical communications - you have the opportunity to work towards a world where everyone has food, a voice and a safe place to call home.

Purpose

CWS seeks a motivated, flexible, and service-driven individual to serve as an Administrative Assistant for Reception and Intake to support our Cash & Medical Assistance (CMA) and Refugee Support Services (RSS) programs. The position is responsible for welcoming clients at the CWS office front desk and providing initial assistance and community referrals. As the first point of contact for incoming refugees and asylum seekers, the Administrative Assistant will share resources and information with potential clients, screening them for eligible services. The position is responsible for completing intake paperwork with clients and connecting them with the appropriate CWS support teams. The position will also assist the case management team by coordinating client services, completing paperwork, tracking data, and supporting a range of administrative tasks.

Responsibilities

  • Greet and assist individuals contacting the CWS office; oversee reception area and provide support to individuals seeking services at CWS.
  • Respond to phone calls, emails, and inquiries coming into the CWS Houston office. Route and elevate questions, as appropriate.
  • Conduct initial screening of potential clients and complete appropriate intake paperwork.
  • Complete Needs Assessments to determine client needs and vulnerabilities. Identify and address safety and protection concerns. Provide referrals, internally and externally, as appropriate.
  • Participate in case coordination meetings and collaborate with CWS case management teams.
  • Assist with scheduling client appointments.
  • Maintain a log of client services and track activities and services for reporting purposes. Document client interactions and complete monthly written reports.
  • Assist case managers with data entry. Maintain the highest standards of confidentiality and program compliance.
  • Accept and distribute supplies, mail and packages. Maintain postage machine and copier.
  • Assist with meeting set up, coffee and snacks, as needed.
  • Participate in all CWS trainings and activities.
  • Other duties as assigned.
Qualifications

Education and/or experience:
  • Associate's degree or equivalent experience in lieu of degree
  • Minimum of 2 years' experience in customer service required.
  • Bilingual English and Spanish required.
  • The successful candidate must be computer literate, with proficiency in MS Office Suite (Word and Excel) and internet applications.
  • Excellent communication and phone skills are essential.
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS' Platform on Racial Justice as a CWS employee required.


Special Requirements

Commitment to Diversity and Inclusivity: CWS is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Benefits

CWS offers a competitive benefits package that includes:
- 403 (b) Retirement Plan
- Medical, Dental and Vision Insurance
- Generous Paid Time Off (18 Paid Days Off; 24 Days after 2 Years)
- 14 Official Holidays
- Sick Time Off (12 Accrued monthly)
- Life Insurance and AD&D
- Long Term and Short-Term Disability
- Employee Assistance Program (EAP)
- Health Savings Account
- Flexible Spending Accounts
- Commuter Benefits

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