Administrative Assistant ORR TFC

Overview

About Upbring 

At Upbring, we are servants on a mission to break the cycle of child abuse. We are warriors, brave as the thousands of Texas Children and families we serve. We stand up for those who can’t speak for themselves. We are a family who values innovation, empathy, patience, understanding and trustworthiness.

About our Children's Shelters

Many children begin life in the face of serious challenges. Instead of playing pretend and imagining grand adventures, unaccompanied children face perilous conditions alone as they travel to unfamiliar countries, leaving home and loved ones behind to escape war and violence. Our children’s centers, operated through a grant from the Office of Refugee and Resettlement (ORR), provide safety, stability and wraparound services. We help children grow into adults who have received love and kindness, instead of only violence and chaos.

What You'll Do as an Administrative Assistant

The primary duty of the Administrative Assistant is to provide receptionist and secretarial duties for the ORR program, such as answering and transferring calls to different departments, monitoring petty cash, distributing and reconciliation of credit cards, filing, basic bookkeeping, and office management. 

Our Upbring staff members are servant-leaders on the pursuit of breaking the cycle of child abuse and empowering others to do the same through example while embodying our core values: We are Warriors. We are Servants. We are Family.

All Upbring Children's Shelters employees must comply with ORR's vaccination mandate. 

All staff must be able to show proof of immunity to vaccine-preventable diseases transmitted by the respiratory route if working directly with unaccompanied children (UC). 

Responsibilities

We Are Warriors | We Set the Standards for Child Welfare

Work Standard

• Responsible for handling on-boarding employment documentation: complete I-9 Employment Eligibility Form with new hires within 3 days of hire and send to Corporate HR; complete Affidavit form 2985, notarize and send to Corporate HR within 3 days of hire
• Other duties and special projects as assigned

Communication  

• Professionally greet all visitors entering the office; notify staff of their visit and escort to appropriate waiting location
• Respond to general inquiries about the program or refer to appropriate staff for more detailed information
• Answer and make telephone calls, handle appointments, make reservations and travel arrangements
• Receive, sort, date-stamp and distribute all incoming mail and documents
• Complete the mailing process for all outgoing mail
• Maintain important records and documents and an office filing system
• Compile statistical reports as requested
• Compile and submit all documents, forms, and records to appropriate individuals and/or offices by designated dates or in accordance with agency policies and procedures
• Act as Notary Public for the program if requested
• Handle correspondence, compose form letters, type and forward all forms of correspondence and duplicate all necessary materials

Fiscal Management

• Prepare and submit COUPA requisition
• Prepare and submit monthly expense reports to Corporate Finance Office
• Purchase office supplies/additional goods either by catalog or from warehouse clubs
• Maintain petty cash disbursement and request replenishment of petty cash fund

We Are Servants | We Help Others

Teamwork

• Assist the Program Director with compiling statistical information for any special projects or reports
• Assist in assigning work schedules as requested by Program Director
• Assist in preparing and submitting bill summarization
• Develop and maintain positive working relationships with management, staff, and visitors to ensure they are greeted, welcomed, and always serviced in a professional manner
• Work closely with the team to ensure operations are effectively and efficiently supporting Agency objectives and program purpose
• Transport minors to appointments if required

We Are Family | We Are Passionate & Compassionate

Building Relationships

• Work as a team player and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices
• Actively participate in exhibiting cultural awareness and sensitivity when interacting with children, parent(s)/guardian(s), staff, and the community

Qualifications

Administrative Assistant Minimum Qualifications

• High School diploma or GED equivalent
• Must be at least 21 years of age
• 1 year secretarial, receptionist, or administrative experience

Administrative Assistant Knowledge, Skills and Abilities

• Highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• Strong customer service skills with the ability to greet and welcome people with a professional and pleasant demeanor
• Ability to work independently and as part of a team; take initiative and work with limited supervision
• Strong people and interpersonal skills with the ability to work and interact with a diverse group of people
• Excellent written and verbal communication skills
• Strong organizational and time management skills with the ability to meet deadlines and manage multiple requests and job expectations

Administrative Assistant Preferred Qualifications

• Associates degree in Business Administration, Office Administration, or closely related field
• 3 years’ secretarial, receptionist, or administrative experience
• Bilingual in Spanish and English based on service population

Perks at Upbring

• Competitive PTO & paid holidays 
• Health, dental, vision insurance & more! 
• 403(b) Plan
• Employee Assistance Program
• 24/7 access to telemedicine and counseling services 
• Discounted Gym Memberships 
• Donated Leave Program 

Physical Demands & Work Conditions

This position requires sitting and looking and using a computer for long periods of time

Position works in a child facility and has constant exposure to children

Lift, push, pull, move up to 50 lbs.

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Diversity. Equity. Inclusion. Belonging 

We are a diverse and inclusive organization that recognizes our strength is in the efforts of our selfless warriors. Honoring and recognizing the value and dignity of all individuals is the cornerstone of our agency. The more diverse the individuals, thought processes and lived experiences, the greater the opportunity is to combine unique perspectives to make a greater impact. Our trust, respect, and appreciation for one another is demonstrated through our communication, celebration of progress and relentless effort to be at our best to fulfill our mission to break the cycle of child abuse.

Upbring is an At-Will Employer and an Equal Opportunity Employer, including individuals with disabilities and protected veterans.