Administrative Assistant

Pay Rate: $18-$21

Catholic Charities of Baltimore the Weinberg Housing and Resource Center is a low-barrier emergency shelter that provides homeless services to over 275 adult men and women each night in the City of Baltimore. Our services include shelter convalescent care breakfast and dinner showers laundry case management and a variety of life skills and empowerment classes with a focused goal of assisting residents in obtaining permanent housing.

Catholic Charities of Baltimore Weinberg Housing and Resource Center is currently seeking an Administrative Assistantwho will facilitate the efficient operation of the assigned area by performing a variety of clerical and administrative work schedule is: Monday - Friday 3pm- 11pm

JOB DUTIES & RESPONSIBILITIES:

• Answers and transfers phone calls screening when necessary and ensuring calls are directed appropriately and efficiently.
• Welcomes and directs visitors volunteers and clients ensuring positive and professional experiences while maintaining security and confidentiality as needed.
• Maintains filing systems as assigned ensuring files are organized up-to-date and easily accessible.
• Retrieves information as requested from records email minutes and other related documents preparing written summaries of data and/or statistics when needed and maintaining accuracy and timely delivery.
• Monitors and resolves administrative inquiries and questions makes sure responses are accurate and provided within a reasonable timeframe.
• Coordinates and schedules travel meetings and appointments for managers or supervisors efficiently handling all details including confirmed and logistics.
• Prepares schedules and agendas for meetings guaranteeing all participants are informed and all necessary materials are available.
• Schedules coordinates and tracks required training for managers and their staff verifying compliance with training deadlines and documentation.
• Records and distributes minutes or other records for meetings ensuring accuracy and timely distribution to all relevant parties.
• Maintains office supplies and coordinates maintenance of office equipment assuring availability and operational functionality of necessary resources.
• Maintains a system for recording expenses and the use of petty cash prepares and processes invoices check requests field expense vouchers etc. assuring compliance with budget and reporting requirements.
• Plans and implements special events ensuring all details are managed and events are executed successfully on time and within budget.
• Performs other duties as assigned.

EDUCATION & EXPERIENCE REQUIREMENTS:

• High School diploma or GED.
• Four years of experience in an administrative role.
• An equivalent combination of education and experience may be considered.

REQUIRMENTS & ABILITIES:

• Demonstrates excellent verbal and written communication skills ensuring clarity and effectiveness in all interactions.
• Exhibits exceptional relational and customer service skills building strong connections and providing top-tier service.
• Displays excellent organizational skills and meticulous attention to detail ensuring accuracy and efficiency.
• Possesses a foundational understanding of clerical procedures and systems including managing Outlook calendars email and recordkeeping.
• Demonstrates accountability by working independently requiring minimal direction or supervision.
• Acts with discretion tact and professionalism in all situations maintaining confidentiality and integrity.
• Requires proficiency in using computer systems and software to perform job function including but not limited to basic Windows PC web browsing (i.e. Chrome Internet Explorer etc.) and Microsoft Outlook. Knowledge of other Microsoft Office applications such as Word Excel PowerPoint Teams and OneDrive is preferred.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• Remaining in a stationary position which may involve standing or sitting for extended periods as required to complete tasks or duties associated with the role.
• Adjusting or moving objects up to 20 pounds in all directions which may include lifting carrying pushing pulling or repositioning items as necessary to perform job duties.
• Engaging in communication with others to exchange information which may involve speaking listening writing or using electronic communication methods to ensure clear and effective understanding. This includes both verbal and non-verbal interactions with colleagues clients or external parties.

We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

• Health/Dental/Vision
• Vacation/sick/holiday pay
• 403(b) Retirement Plan with a discretionary employer contribution
• Tuition Advancement
• Paid Parental Leave

Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety empowerment healing and self-care and that believes that every person has infinite worth and promise.

Catholic Charities is an equal opportunity employer