Refugee Admin Assistant/Case Management Support (South Bend, IN)

• Provide a range of secretarial and support services including typing, filing, data entry and recordkeeping.
• Track new client intakes, assessments, and subsequent paperwork.
• Respond to requests for client information. Prepare billing documents.
• Attend meetings and prepare minutes as necessary.
• Operate a range of automated and standard office equipment, including a computer, fax, transcribing, and photocopy and postage machine.
• Able to respond with sensitivity and awareness of the service population’s diverse economic, ethnic, and cultural background.
• Provide data entry services including correspondence, summaries, reports, assessments, case documentation, and other client records and services for various programs as needed.
• Enter new verified cases into Client Track, enroll in program in Client Track, set up folder and file for case managers.
• Review all billing documentation prior to forwarding to fiscal department including vouchers, spend down sheets, finance request forms, credit card receipts, etc.

• Pre-Arrival
  • Assist with locating and setting up housing and moving furniture as needed.
  • Other duties as needed (e.g., purchase of culturally appropriate food for client arrival).
• Post-Arrival
  • Driving clients to and from various appointments as needed (e.g., Medical, Social Security, FSSA, Health Dept., Job related, etc.) and
  • Able to attend meetings and trainings as needed.
  • Completes and maintains required documentation, in collaboration with the primary case managers and in accordance with the policies and procedures of the agency and the program.
  • Provides support for the case- managers in meeting the needs of clients.
  • Completes assignments by case managers/job developers in a timely manner.  
  • Comply with all grants, funding, and audit requirements for the program.
  • Assist with job development services as needed.

• High School Diploma, associate degree, or equivalent with 12 months experience.
• Bi-lingual preferred (Spanish).
• Proficient in Microsoft 365 (Outlook, Excel, PowerPoint, and Word).
• Display an excellent communication model with clear, direct, and open skills when speaking and/or writing to people from outside the agency as well as with employees and volunteers. 
• Good decision-making capabilities. 
• Display a positive attitude and willingness to assist employees, volunteers, and vendors. 
• The ability to work a flexible schedule that could lead to evenings and weekends with the possibility of overtime. 

• Have a valid driver’s license with a clean driving record.
• If your position requires you to transport clients, staff members, or volunteers with your personal vehicle as needed, it is required that you have a reliable vehicle with personal vehicle liability insurance coverage per person and per occurrence.
• If your position does not require you to transport clients, staff members, or volunteers with your personal vehicle, or such transportation is restricted to use of agency vehicles, your personal vehicle liability insurance coverage must be at least per person and per occurrence.
• Successful completion of federal and state background checks
• Successful completion of child welfare screening
• Successful completion of drug and Mantoux (TB) screens
• Comply with the agency’s mission, code of ethics, Catholic Social Teaching, policies and procedures, and confidentiality

• Must have ability to reason and make judgements, to understand and follow oral and written instruction, to guide and/or give instructions, and to make decisions in accordance with established procedures and policies.
• Physical strength: must have ability to lift, push/pull, and hold/carry 25 lbs.

• This job description in no way implies that the description includes every duty to be performed by the employee in the position.
• Nothing in this job description restricts the agency’s right to assign or reassign duties and responsibilities to this job at any time.

Department: Refugee Services
This is a non-management position
This is a full time non-exempt (hourly) position