Administrative Assistant - Catholic Charities Community Services

Description

Summary:

• The FON Administrative Assistant provides clerical and administrative support to the Program Director. The Administrative Assistant will coordinate meetings, track and monitor grant spending, provide reports, place orders, complete office duties and work closely with the Program Director on special tasks and assignments.

Responsibilities:

• Work closely with the Program Director to provide administrative support with various projects.
• Schedule meetings.
• Track and submit volunteer hours.
• Track and maintain expenditures for FON program in coordination with fiscal team.
• Process all invoices for payment through the check request process according to the fiscal guidelines.
• Maintain filing system of contracts, budgets, and other relevant documents.
• Assist with all contract, foundation, and funding program reports as requested.
• Coordinate orders for office, program, and pantry supplies and equipment.
• Maintain equipment and other relevant inventory lists or systems.
• Coordinate with IT and or Database Manager on equipment repairs or upgrades.
• Attend weekly team meetings and other meetings as directed.
• Assist with weekly food pantry, input information into databases.
• Provide support for special projects and assignments as requested by Program Director.
• Salary: 20.88 - 21.98 per hour This is a non-exempt hourly paid position based on a 35 hour work week. $38,000 - 40,000/ annually.

• Hours of Work:
• This is a full-time position. Days and hours of work are generally 9:00 AM to 5:00 PM Monday Friday. Additional hours may be required to meet program deadlines, or client needs.

Qualifications:

• HS Diploma/GED; Some college credit/courses, a plus.
• Minimum three (3) years related office experience.
• Bilingual, English/Spanish a plus.
• Excellent interpersonal, communication and organizational skills.
• Ability to be a team player and work with diverse group of people.
• Ability to help in food pantry as needed.
• Ability to multitask and learn new systems
• Proficient in Word, Excel

Working conditions and physical demands required:

• The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Remain stationary at a work station and use a computer at least 75% of the time. Travel at least 25% of the time using public transportation, traverse city streets; occasionally ascend/descend stairs, and be exposed to outside weather conditions.
• Ability to operate standard office equipment i.e. copier, fax, scanner, postage machine and printer.
  
• Ability to file client documents in cabinets.