Job Posting CLOSED
Administrative Assistant
PRIMARY FUNCTIONS:
Seeking an
administration assistant that is ambitious capable, and teachable. The Administration Assistant will
be responsible for assisting in a broad and diverse range of responsibilities
and assignments to support the Director of Administrative Support Services and CEO's
leadership, both internally and externally, and advance various dimensions of
the work of Catholic Charities Steuben/Livingston. The Administration Assistant
supports day-to-day functioning through general office and program and
administrative support.
SPECIFIC DUTIES:
1. Provide administrative support, including but not limited to managing calendars, schedules, expenditures, receipts, purchase orders, planning meetings, travel coordination, and expenses.
2. Assist with the management and recording keeping of organization-wide education and training, including coordinating and promoting training, managing a calendar of educational events, and assigning, tracking, and reporting on mandatory training compliance to the Quality and Compliance Officer.
3. Assist in maintaining and accurately filing agency-wide documents.
4. Creates and revises systems and standard operating procedures for recordkeeping systems, forms control, and filing procedures.
5. Assist in preparing correspondence with external agencies, directors, clients, and others we do business with to ensure consistent messaging.
6. Assist with cultivating and building relationships with other agencies.
7. Assist with growth opportunities by brainstorming, designing, and helping to execute new projects
8. Assist with taking meeting minutes
9. Assist with agency systems.
10. Assists with billing for programs.
11. Assists with web invoicing.
12. Assist with onboarding of new employees.
13. Assist with incoming and outgoing mail.
1
TITLE OF DIRECT SUPERVISOR:
Director of Administrative Services
QUALIFICATIONS:
EDUCATION:
Bachelor's degree with a minimum of
two years of relevant experience. The position requires a highly organized
individual with excellent project management, communications, marketing, and
organizational skills. Attention to detail and the ability to handle multiple
projects simultaneously are paramount. Good interpersonal skills, capacity to be
proactive, a respectful attitude toward the work of the Agency, and a
demonstrated ability to work as part of a team are all required.
EXPERIENCE:
Working knowledge of
standard office equipment, computers, operations, Windows, Microsoft Office
including Word and Excel required. Knowledge of Outlook and familiarity with
Raiser's Edge preferred.
ADDITIONAL
REQUIREMENTS:
·
Excellent
written and oral communication skills
·
Good
proof-reading and editing skills
·
Able
to keep pace with the high-energy executive team
·
Highly
organized, efficient, and excellent time management skills
·
Self-starter
and self-motivated
·
Excellent
interpersonal and customer relations skills