Program Assistant III - Ombudsman (2019-58)

Company: Catholic Charities of Santa Clara County
Location: San Jose, CA
Status: Part Time (20 hours per week)

GENERAL NATURE OF POSITION: As a member of the Long Term Care Ombudsman Program team, this position’s primary purpose is to provide comprehensive administrative and clerical support services to the Program Director, staff and volunteers, and detailed telephone intake of elder/dependent adult abuse complaints.


1. Screen and route incoming calls to paid and volunteer staff

2. Document with accuracy and route incoming reports of elder and dependent adult abuse

3. Provide information and referral to callers

4. Function as Program Receptionist

5. Maintain and update Program databases, files, and training records

6. Provide clerical support to Program Director and Ombudsman, including preparation of reports, data entry, copying and collating, making travel or meeting arrangements and other duties.

7. Handle accounts receivable, fee for service payments, petty cash and other income. Track donors. Review and verify accounts receivable on monthly GL statements.


1. Purchase office supplies

2. Attend and actively participate at internal and external meetings as scheduled

3. Other responsibilities as assigned to support specific department/business needs


1) Required knowledge, skills & abilities:

* Effective verbal and written communication skills

* Strong interpersonal skills

* Computer proficiency: Windows, Word, Excel, Access, and other appropriate software

* Able to type 45 wpm accurately

* Able to use office equipment: telephone headset, copier, FAX, calculator

* Able to manage multiple tasks

* Demonstrated success at time management, prioritization of tasks and meeting deadlines

* Self-starter, demonstrated ability to work independently and on a team

* Demonstrated ability to work with people of diverse backgrounds

* Familiarity with community resources for seniors helpful

* High degree of confidentiality mandated

* Eligible for certification as a Long Term Care Ombudsman by the CA Department of Aging (cannot have been employed by a long-term care facility for past year and must be able to pass appropriate criminal background check.)

* Flexible, willing to embrace change

2) Minimum educational level:

AA degree or high school diploma with college or trade school preparation and experience to demonstrate ability to perform essential functions.

3) Experience required:

  • 2 years experience in office administration or related area

  • 1 year in social service agency utilizing volunteers desirable

4) Physical Requirements:

* Must be able to speak, hear, see and read

* Must be able to handle controls and reach

* Office setting: able to sit for extended periods

* May be required to lift or move up to 10 pounds

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.