Summary: The Refugee Resettlement Department at Catholic Charities Community Services provides assistance to newly arrived families from diverse backgrounds who are resettling in the New York City area through case management, employment-based, and educational services. The Resettlement Program Assistant will join CCCS as a critical member of the Refugee Resettlement team to support federally and state funded programs providing resettlement services to refugees, asylees, and other immigrant populations. Under the supervision of the Director, the Program Assistant supports operational and case management needs, including: data entry and management into various tracking systems, supporting scheduling needs, clerical duties, and more.
Essential Duties and Responsibilities including the following.
Administrative and Clerical Responsibilities:
- Responsible for the administrative needs of the program, including data and document maintenance as it relates to the compliance needs of the department’s contractual and service obligations.
- Monitor and provide support according to programmatic guidelines in tracking and requesting cash assistance through the Cognizant system. Provide additional support in organizing gift card and MetroCard disbursement, tracking and reporting.
- Providing clerical support to the staff – including filing, photocopying, scanning, and mailing, maintaining physical files and updating digital case notes for clients, and assisting as needed with supporting documentation and application preparation.
- Data entry, including support in processing monthly financial claims, assisting with timesheet completion, tracking staff training and staff engagements.
- Maintain tracking systems and client rosters for external and internal case referrals across programs.
- Ensure client files are organized in cabinets, as delineated by internal case file standards for client services and contract-based audits. Coordinate case file archiving, when necessary, in collaboration with program supervisors.
- Coordinate, email, and case note pending enrollments according to programmatic guidelines.
- Assistance with note taking for the quarterly Refugee and Asylee Service Providers meeting, and other meetings as deemed necessary.
- Use ECM/Salesforce and other databases to track data and metrics in accordance with current contract and internal reporting requirements, as well as assist with generating reports.
- Schedule, confirm, and cancel appointments and meetings for staff as needed, including creating Zoom invites.
- Manage office supplies and submit supply orders as needed.
- Assist clients enrolled in Refugee Resettlement programs to obtain documents necessary to apply for relief, and follow up with clients via phone, mail, and e-mail.
- Act as point person for coordinating appointments for Refugee Resettlement clients to apply for Social Security cards.
- Interpretation and translation services as needed to support casework.
- Return and route telephone calls as appropriate.
- Participate in program meetings, staff development activities, and other duties as assigned.
Education and/or experience required:
- Bachelor’s degree in related field, or equivalent professional training related to this position.
Skills, Licenses and/or competencies required:
- Highly motivated self-starter with strong problem-solving skills combined with the proven ability to multi-task, prioritize duties, and manage time effectively.
- Excellent organizational skills, communication (oral & written), and interpersonal skills.
- Ability to manage deadlines and high-volume communication in a fast-paced environment.
- Proficient in Microsoft Office applications (Word, Excel, Outlook, SharePoint, etc.)
- Ability to work and communicate effectively and sensitively in a multicultural environment.
- Fluent in English, Ukrainian and Russian
- A plus, but not required:
- Experience working in refugee resettlement as an administrative assistant or advocate;
- Demonstrated a commitment to social justice issues and experience working in a non-profit or community setting.
Position Type and Expected Hours of Work:
This is a full-time position that will require working with underserved communities both in the Lower Hudson Valley and Yonkers. Days and hours of work are 9:00am-5:00pm Monday-Friday. Position requires willingness to travel to site locations in Yonkers and the Lower Hudson Valley, on occasion.
Working conditions and physical demands required:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Ability to travel regularly throughout the service delivery area using reliable transportation, traversing streets, ascending/descending stairs, and exposed to outside weather conditions.
- Remain in a stationary position at a workstation and use a computer approximately 80% of the time.
- COVID-19 Adjustment: Position will be onboarded virtually. Potential to orient to the physical office space in person depending on CDC and agency requirements at the time of onboarding. Updates to protocol are implemented on a regular basis.