What are the responsibilities and job description for the Administrative Assistant position at Catholic Charities Community Services?
Description
Summary:
Alianza Youth Services is a non-profit division of Catholic Charities Community Services which strives to strengthen academic achievement, health & wellness, artistic expression and employment access to young people. Our goal is to provide youth between the ages of 14 - 21 with focused civic-engagement, work-readiness and paid opportunities. This position will provide essential clerical and administrative support to the Program Director and assist with various projects to ensure efficient operations.
Duties and Responsibilities:
- Work closely with the Youth Employment Programs Director in the coordination of program operations, administrative tasks, and assisting with various projects throughout the year.
- Handle the Director’s Outlook Calendar to schedule internal and external meetings.
- Receive and manage incoming calls, arrange conference calls, etc.
- Track and maintain expenditures for Director and Youth Employment Programs activities in coordination with fiscal team;
- Process all invoices for payment through the check request process according to the fiscal guidelines
- Reconcile and submit personal expenses reports for Director and Youth Employment Programs team members;
- Maintain filing system of department paperwork and relevant program documentation;
- Maintain, distribute and keep track of all program metro cards, gift cards, petty cash, etc.
- Work closely with Youth Employment Programs team to ensure program data, lists, and information is current;
- Assist with all contract, foundation, and funding program reports, statistics, data, etc.
- Coordinate orders for office, program supplies and equipment;
- Maintain equipment and other relevant inventory list or assist with up-keep of systems;
- Coordinate with IT and/or Database Manager on program/staff equipment repairs or upgrades;
- Assist with preparations (materials, refreshments, etc.) for program meetings and events as directed
- Additional job-related duties and projects as assigned.
Position Type and Expected Hours of Work:
This is a 3/4 time position - 30 hours per week. Days and hours of work are generally between 9:00 AM to 6:00 PM, Monday – Friday. Additional hours may be required to meet program deadlines, or client needs.
Qualifications:
- HS Diploma/GED; Some college credit/courses, a plus,
- Minimum of three (3) years’ related office experience.
- Bilingual, English/Spanish a plus
- Excellent interpersonal, communication and organizational skills
- Ability to be a team player, work independently and with diverse groups of people
- Ability to participate in community service initiatives if needed
- Computer literate.