Administrative Assistant, ACE

POSITION SUMMARY:

The Administrative Assistant/Front Desk Coordinator provides essential administrative customer service and operational support for the Gardner Community Center within the Advocacy & Community Engagement (ACE) Division. This role is critical to ensuring a welcoming safe and well-organized environment for families participants volunteers partners and community members accessing services.

As the primary point of contact at the center this position supports day-to-day operations by managing the front desk coordinating communication assisting with program logistics and maintaining smooth administrative workflows. The role requires strong customer service skills attention to detail the ability to multitask in a high-paced environment and a commitment to ACEs mission of building community connection supporting family stability and strengthening neighborhood engagement.

The Coordinator ensures that the front desk functions efficiently community members are well-supported and administrative tasks are executed with accuracy and professionalism.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Front Desk & Customer Service

• Provide a warm welcoming and professional environment for all families visitors staff volunteers and partners entering Gardner Community Center.
• Respond to inquiries regarding Catholic Charities programs community resources events and services.
• Assist community members with basic program or referral questions and provide warm handoffs to appropriate Catholic Charities staff.
• Represent Catholic Charities mission values and community-centered approach to all stakeholders.
• Support center safety by monitoring visitor entry and ensuring compliance with security protocols.

Administrative & Clerical Functions

• Monitor and manage the main entrance to support safety and operational flow.
• Open and close the facility as required.
• Answer phones monitor communication devices (including walkie-talkies) and relay messages promptly and accurately.
• Support administrative operations by maintaining calendars organizing files and preparing documents.
• Conduct data entry manage attendance or sign-in sheets and maintain accurate records.
• Take inventory order materials/supplies and unpack and organize deliveries.
• Assist the Business/Operations Team with basic bookkeeping functions as assigned.
• Gather quotes prepare packets and support the leadership team with administrative tasks.
• Serve as a point of contact for third-party vendors (maintenance IT security telecommunications etc.).
• Provide administrative support for special projects and ACE initiatives.
• Support apprenticeship programs and workforce development activities as assigned.

Program & Event Support

• Assist with planning logistics and coordination for ACE programs workshops trainings and community events.
• Schedule rooms accurately and maintain an updated shared-space calendar.
• Maintain daily room-usage records and prepare reports as requested.
• Support event setup guest check-in materials preparation hosting and cleanup.
• Ensure office equipment and shared spaces are maintained and fully operational.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE

• Minimum of 2 years of receptionist or administrative experience.
• Experience working in community-based nonprofit or social service settings.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES

• Bilingual in English and Spanish required.
• Strong interpersonal skills and enthusiasm for working with diverse families and community members.
• Ability to work respectfully and effectively with individuals from diverse cultural economic and linguistic backgrounds.
• Knowledge of local community resources and ability to provide appropriate referrals.
• Strong communication and customer service skills.
• Ability to maintain professional boundaries and confidentiality.
• Excellent organization time management and multitasking abilities in a high-paced environment.
• Proficiency in Microsoft Office Google Suite Zoom and related software.
• Ability to produce accurate work with attention to detail.
• Flexible proactive adaptable and able to work both independently and as part of a team.
• Knowledge of modern office methods filing systems and basic administrative procedures.

PHYSICAL REQUIREMENTS

• Ability to work at a desk for extended periods of time.
• Ability to use a computer workstation.
• Ability to lift up to 25 lbs.

OTHER QUALIFICATIONS:

• Criminal background check via livescan fingerprint.
• Must have a TB test performed and submit results.
• Automobile valid drivers license and auto insurance per agency policy; or have access to reliable transportation .

WORKING CONDITIONS:

• Work may occur outdoors including during inclement weather.
• Travel throughout the county may be required.

HOURS AND OTHER CONDITIONS:

• Standard office hours are Monday through Friday approximately 8:00 AM to 5:00 PM; evening and weekend workshops events meetings and off hours support as needed.
• This position is a full-time non-exempt position; Availability to work flexible hours for special events outside of standard office hours.
• Starting salary range between $27.24-$30.21/hour. Contingent on experience and skills.

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. Because of a need to remain responsive to the needs of our clients and our Agencys operations responsibilities may be modified at any time.

Catholic Charities is a non-profit non-discriminatory service organization and employer. We do not discriminate on the basis of race color national origin religion sex age sexual orientation or disability. Persons seeking employment are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.

Required Experience:

Junior IC