Job Posting CLOSED
Administrative Assistant Executive Office
We are Hiring!
Catholic
Charities of Chemung/Schuyler is growing and seeking an Administrative
Assistant Executive Office to join our Team.
Catholic Charities’ mission is to support all people in
need and advocate for social justice and human dignity in partnership with the
Diocese of Rochester and the greater community. We envision a
just and compassionate community rooted in love and the dignity of all
people. Our objectives are to address the needs of the community’s most vulnerable
people and to challenge conditions causing poverty and despair.
If
you're looking for an opportunity to express and explore your passion for
helping others, then join a team that truly makes a difference DAILY, in
people's lives. We are looking for empathetic, thoughtful candidates who have
enthusiasm for helping people. We have supportive leadership who invest in our
people and provide opportunities for employees to thrive, grow and learn.
Don't
miss out on being a part of something special!
Primary
Functions:
Responsible for maintaining an
inviting and hospitable reception area and to serve as a team player in
providing administrative/clerical activities that support all departments of
the Agency. Completes duties and tasks as assigned by the Supervisor.
Specific Duties:
·
Oversees the supply
inventory at Church St location. Tracks, places, and expedites office supply
orders and processes payments accordingly.
·
Maintains office
equipment including postage machines (including available funds), copiers, fax
machines, printers, etc. Runs end of month reports on each.
·
Assists with supplying,
and tracking, an adequate supply of copy paper, letterhead, and number 9 and 10
envelopes for all agency locations.
·
Acts as liaison between
donors (furniture, etc.) and property manager for arranging pick-up, as needed.
Partner with properties team to track donations on spreadsheet.
·
Works together with
Supported Housing and Properties to maintain and track program furniture.
·
Submits client move ins,
in AWARDS, and furniture tracking.
·
Completes vendor phone
calls for account reconciliation.
·
Place work orders in
AWARDS as submitted in email.
·
Assists with, in the
presence of Supervisor or other qualified employee, the mail process of sort,
date stamp, and distribute incoming mail to departments.
·
Oversee the coordination
of all incoming and outgoing mail, shipments, and express mail services.
·
Process and maintain
Residential Housing, Properties and Exec Suite invoices using web invoicing
system.
·
Assesses incoming
invoices for billing accuracy. Raises questions or concerns to supervisor.
·
Completes purchase
orders, as needed, for signature.
·
Maintain records of
major purchases and accompanying service agreements and warranties.
·
Ensure back-up coverage
for all administrative support activities, as needed.
·
Serve as primary liaison
with Diocesan Information Technology Department to report issues, track new and
existing inventory of equipment.
·
Serve as primary contact
for conference rooms including electronic scheduling and equipment needs.
·
Attend mandatory
training.
·
Coordinates donor
management through data entry and report generation. Generates donor
acknowledgement letters via donor management system.
·
Provides donor relations
support as needed (for example responding to donor questions, event
registration, thank you phone calls).
·
Under the direction of
the Director of Development assists in preparation of donor solicitation
materials. Maintains relationships with outside vendors (printers, designers,
etc.). Assists with the annual direct mail appeals for individual giving.
·
Assists with special
events throughout the year, including but not limited to, hunger awareness
events, Agency galas, open house presentations and other fundraisers or
community events for both counties.
·
Coordinates and
maintains general office systems including preparation of correspondence,
filing, mailing, making, and receiving telephone calls and messages.
·
Develops and maintains
contacts with current funders; coordinates site visits; and prepares required
reports.
·
Develops an agency wide
grants/contract tracking system (non-government) that is complete and up to
date, to allow for the regular monitoring of the status of each grant proposal
and reporting requirements.
·
Maintains the
organization’s master calendar of grant renewals.
·
Utilize Raisers Edge
donor software in determining giving trends, and monitor revenue in donor
activity, fundraising events, and foundation grant awards.
·
Tracks and enters
volunteer hours in donor management system.
·
Maintains filing systems
for Mission Advancement
·
Assists staff in
Executive as needed.
·
Creates and maintains
filing system for Executive Suite.
·
Maintains supply level
for Executive Suite and second floor conference room.
·
Other duties as
assigned.
Position Title: Administrative
Assistant Executive Office
Salary: $20.00-20.50/hour depending on
education and experience.
Schedule: Full Time: Monday-Friday
We offer a comprehensive benefits package (see below) to our full-time
workforce members who work 30 or more hours per week.
Who
are we looking for?
·
Someone who is passionate about making a positive impact in
the community.
·
Someone who values partnership and works well both
individually and as a part of a team.
·
Someone who is empathetic, ethical, and goal orientated.
·
Someone who is a great communicator and has exemplary
attention to detail.
QUALIFICATIONS:
Associate degree
in Secretarial Science and a minimum of two years in a administrative support
position
-OR-
High School
diploma and a minimum of four years’ experience in an administrative support
position
-AND-
Working knowledge
of standard office equipment, personal computers, Windows, and Microsoft Office
including Word, Excel, Power Point and Access. A combination of education and
experience may be substituted at the discretion of the Executive Director.
Ability to meet the following physical requirements with or
without reasonable accommodation:
·
Use hands to manipulate, handle,
feel, and control items or equipment, including motor vehicles.
- Stand,
sit, walk, bend, stoop, kneel, and reach.
- Climb
up or down stairs.
- Able
to reach above or below shoulders.
- Occasionally
lift or move objects weighing up to10 lbs.
- Sitting
at a desk or in a vehicle for long periods of time to perform certain job
functions.
- Be able to read,
write and interpret written documents.
What
you will get:
We
offer a comprehensive benefits package (see below) to our full-time workforce
members who work 30 or more hours per week.
·
Salary: $20-20.50/hr.
·
Full Time, M-F
·
Paid Time Off: Accrue up
to 10 days in the first year, 15 days after 1st Anniversary.
·
Holidays: 12 paid
holidays
·
NY State Paid Sick Leave
·
Agency Sick Leave
·
Medical Insurance
·
Dental Insurance
·
Vision Insurance
·
Group and Term Life
Insurance
·
Short-Term Disability
·
Long-Term Disability
·
Supplemental Insurances
o
Hospital
o
Accident
o
Auto
o
Pet
o
Specified Disease
·
Flexible Spending
Account
·
Legal Plan
·
Identity Plan
·
Employee Assistance
Program
·
403b Retirement Plan,
with agency contribution for those that qualify (subject to agency performance)
·
My Better Benefits –
provides discounts and savings on thousands of products and services.
Our hiring process and timeline:
·
Applications will be reviewed regularly until the position is
filled.
·
Phone screenings will be conducted with qualified candidates.
·
In-person one-hour interviews will be conducted with
candidates who advance after the phone screening
·
In-person interviews are typically with 2-4 Interviewers
Selected candidate(s) to start ASAP.
***Catholic Charities is committed to leveraging the talent
of a diverse workforce to create great opportunities for our agencies and our
people. EOE/AA Disability/Vet