Part Time Administrative Assistant

Summary:

Responsible to ensure smooth office operations by providing comprehensive clerical support assisting with incoming referral inquiries program events and outreach endeavors. Key responsibilities include answering phones organizing files (physical/electronic) managing databases ordering supplies and preparing documents typically requiring proficiency in MS Office applications and strong communication skills. Position also requires employee to complete issued trainings and additional follow up trainings to maintain compliance. Other duties include representation of the Program and Catholic Charities in the community.

Position Responsibilities:

Administration

o *Complete data entry in designated systems within 3 business days of service completion. Data entry service and assessments into BOX Charity Tracker SYNC and other identified systems. Data to include but not limited to; demographics home visits screenings assessments and group meeting attendance.

o *Completing and submitting end of week/month stats to supervisor

o Utilizes computerized data entry equipment and various word processing spreadsheet and/or file maintenance programs to enter store and/or retrieve information as requested or otherwise necessary and summarizes data in preparation of standardized reports

o Assists with processing and tracking of client referrals via email referral screening calls and outcomes

o Running reports in selected data systems to verify data entry and complete updates/edits prior to the end of the month as directed by Director and/or Funder

o Work as an active member of Parents as Teachers by overseeing sorting/organizing donations and assembling supplies incentives educational materials to be accessible by the Home Visitors

o Report on activities trainings and/or special client concerns to the Program Director and other staff during required staff meetings and regular reflective supervision.

Financial

o * Responsible for maintaining inventory of office supplies and material assistance collaboration with Director create spending plan for necessary supplies and materials.

o *Adhere to ethical guidelines when purchasing completing invoices and processing authorization for payments.

o In collaboration with Director enters and tracks spending and transactions in agency mandated on-line systems and file expenses on a monthly basis.

o Ensures forms materials and supplies are ordered/purchased and when applicable delivered in a timely manner.

Community Awareness

o *Participate in community outreach activities to solicit support for programs such as distributing program brochures and information attending meetings and providing in-services. Cultivate positive relationships with relevant funding entities faith-based organizations donors social service providers medical providers and other community resources and services that provide support to families.

o Identifies compiles and maintains system for tracking community resources and updates as needed.

o Seek out new and updated community resources and topics related to programs.

o Ensures marketing materials are available and updated.

Must complete all required professional development assigned in a timely manner

Must be sensitive to the service populations cultural and socioeconomic characteristics.

Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self others.

Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information services rendered to clients donors names and gifts internal and external investigations or results of any investigations and financial information.

Adherence to the Code of Conduct and the Faith and Moral is mandatory.

Every employee is required to take a solution-oriented approach in their interactions and undertakings as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.

Other duties as assigned by the (insert title of supervisor ex. Senior Director Program Director etc.).

Competencies:

Thorough

Communication

Teamwork

Technology

Integrity/Honesty

Minimum Qualifications:

Must be at least 21 years old

• Education
  • High school diploma/ GED required
  • Associates degree in business-related field community health or child development preferred.
• Experience
  • Minimum of 2 years experience in office administration program support education case management and /or data entry.
• License and Credentials
  • Reliable transportation
  • Valid driver license
  • Clean driving record
  • Valid vehicle liability insurance

Minimum Knowledge and Skills:

Minimum of Minimum of 2 years experience in office administration program support data entry and/or any equivalent combination of training and experience that provides the required knowledge skills and abilities

Extensive working knowledge of community resources and social services

• Proficiency with personal computer email internet and computer software including Microsoft Office 365; experience with database systems preferred.
• Ability to work in a culturally sensitive manner with people of various backgrounds
• Ability to build strong relationships
• Demonstrated ability for collaborative work in a team environment as well as ability to work independently and proactively to meet expected deadlines
• Ability to maintain appropriate ethical boundaries and professional relationships

Must be flexible and adaptable and be comfortable scheduling and rescheduling a days activities based on multiple factors.

Must be detail oriented organized self-motivated work well independently and on a team;

Must have good written and verbal skills;

Must have good critical thinking and problem solving skills.