Bilingual Program Assistant - Conroe, United States - Montgomery County Youth Services

Description

Summary of Position
The Bilingual Program Assistant performs administrative duties for Youth and Family Services staff.

This position is primarily responsible for answering phones, data-entry, communication and processing the daily flow of information to the appropriate staff ad is the agency's front line with the community.

Essential Duties Functions and Responsibilities include the following, and other duties may be assigned:

• Provide quality customer service while answering telephones, greeting clients, and relay messages to appropriate staff in a timely manner.
• Responsible for taking referral information, entering information into database system and disseminating information to supervisors and counselors.
• Prepare reports, invoices, memos, letters, labels, forms, and other documents, using word processing, spreadsheet, database, or presentation software.
• Translate agency forms, documents and other information from English to Spanish as needed. Perform oral translation for staff as needed.
• Daily data entry into the agency database, spreadsheets, and compiling basic reports and presentations.
• Assists Director of Counseling with ordering office and janitorial supplies, records management, and office maintenance and repairs.
• Liaison with staff and IT provider on CRM issues. Maintain log of problems and corrections for the CRM database.
• Register clients as needed for YFS services
• Create intake folders, update agency forms in Spanish and maintain case files.
• Maintain records, files, forms and requisite paperwork, including federal, state, local and agency mandated forms.
• Fax, scan and copy documentation per staff and counselor's request.
• Contact Spanish speaking clients to collect survey information after closure and enter information into database system.
• Assist counseling and administrative staff to ensure smooth operations of the office.
• Collect donations, cash, checks, financial records and prepare DCLs for receipts.
• Translate case notes, handouts, flyers and other information from English to Spanish or Spanish to English.
• May be asked to travel to other office locations for administrative support when needed.
• Perform other functions in support of agency programs and activities as requested.

Minimum Education and Training Requirements:

• High School education or equivalent.
• Experience in administrative/secretarial work.
• Capacity to manage multiple tasks.
• Exhibit professional demeanor in all interactions both intra and interagency.

Knowledge, Skills, and Abilities:

• Computer experience with Microsoft Office.
• Ability to coordinate multiple tasks.
• Good oral and written communication skills.
• Perform work as a team player.

All Staff Must:

• Adhere to the Social Work Code of Ethics and maintain and protect client confidentiality.
• Promote and demonstrate appropriate respect for cultural diversity among clients, coworkers, volunteers, donors and all agency stakeholders.
• Pass employment checks which include criminal background checks, past employer and reference checks, drug screening, education and licensure verification and driving record checks.
• Attend work regularly in accordance with agency leave policy.
• Maintain valid Texas Driver's License and Automobile Insurance.
• Obtain and maintain current CPR and First Aid Certifications.
• Present a negative TB test
• Maintain required training hours as per licensure and/or agency policies.

Position Specifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This job requires a high degree of mental effort due to considerable interruptions and/or frequent changes of activity or workloads during a typical day.
• The regular working hours of this job are day time hours with five days on (Monday-Friday) and two days off (Saturday and Sunday); however, actual working days/hours may vary according to program and client needs and will require some weekend and evening hours to assist with fund raising and special events. Director of Counseling will determine weekly schedules.
• Staff will be required to travel in own vehicle to and from YES to YOUTH
• MCYS offices, seminars, trainings, and various YES to YOUTH
• MCYS functions.
• Staff will be required to occasionally be outside conducting activities with fellow employees, volunteers, donors and/or clients during special activities, events and fund raisers.

**Phy