Job Details

Administrative Assistant - TN Office for Refugees
Catholic Charities of Tennessee, Inc.

Date Posted: Wednesday, January 10, 2018  

Current Posting Expires: 3/11/2018  
Position Description - Responsibilities and Requirements:
JOB FUNCTION:
Responsible for managing administrative and financial tasks for the department to include: tracking, reconciling and reporting on department and program expenditures; processing employee paperwork; maintaining administrative, financial and programmatic files and records; entering data received from statewide refugee resettlement agencies and partner organizations into TN Office for Refugee (TOR)’s online database; serving as TOR’s contact on building and equipment issues 

MAJOR RESPONSIBILITIES:
1.           Lead the department in an effort to rely less on paper, utilizing electronic systems instead
2.           Answer and direct incoming phone calls related to refugee services in Tennessee
3.           Open, sort, and distribute department mail
4.           Prepare grants, reports, and correspondence from draft as requested
5.           Assist in the development and implementation of the Request for Proposals process
6.           Support the process of subcontracting with selected providers and assist in coordinating the reporting, monitoring, and compliance of these providers
7.           Assist in preparing annual, quarterly, and as needed reports to the Office of Refugee Resettlement and other funding entities
8.           Process new hire paperwork, employee timesheets, and reimbursement requests
9.           Troubleshoot reconciliation of monthly financial printouts
10.        Assist in maintaining individual client files
11.        Provide direct support for departmental staff
12.        Act as liaison for the department in routine administrative matters
13.        Prepare accounts payable and receivable authorizations to submit to Director
14.        Gather statistical, financial, and related data used in planning and decision-making
15.        Suggest changes to and assist in improving work flow in office operations
16.        Maintain and reconcile petty cash on monthly basis
17.        Maintain administrative, program, and employee files
18.        Promote coordination and planning among refugee service providers and resettlement agencies to ensure the most effective provision of service to refugees in Tennessee
19.        Participate in the oversight of the development and implementation of data collection and reporting systems for statewide refugee services
20.         Serve as backup receptionist as part of the rotation
21.        Perform other related duties and activities as instructed 

QUALIFICATIONS:
1.           Education and Experience: High School diploma plus four years of administrative experience; very strong computer and technology skills; prefer experience working in a nonprofit and/or with grant funding 
2.           Knowledge and Abilities:   Effective interpersonal skills to establish and maintain effective working relationships; strong verbal and written communication; must show great initiative and be thorough in completing tasks; good organizational skills with strong attention to detail; proficient with Microsoft Office and other computer applications, internet research and a high comfort level in working with computer systems; must be very detail oriented, provide excellent customer service, and have personal integrity; must exercise good judgement, courtesy, and tact in dealing with the public, and in giving and obtaining information; must be capable of handling inquiries and dealing with problems diplomatically; ability to plan and organize work; ability to perform a variety of difficult and responsible clerical tasks; capable of following directions; flexibility important; must be cordial in working under pressure and/or meeting deadlines; handle confidential information with extreme professionalism; ability to follow tasks through to completion; must be able to work well as part of a team as well as independently with minimal direction; must have good general health and demonstrate emotional stability and maturity; knowledge or interest in the field of refugee resettlement required; must have a valid driver's license and be able to pass a criminal background check
Job Type: Full-time
Job Categories:
  • Administrative Support
  • Social Services
Contact Information and Procedure:
Please email resume with cover letter, detailing qualifications, and salary history. Thank you for your interest.
Holly Johnson, State Refugee Coordinator Tennessee Office for Refugees Catholic Charities 2806 McGavock Pike Nashville, TN 37214
Email: hjohnson@cctenn.org
Website: http://www.tnrefugees.org
Phone: (615) 354-5700
Fax: