Administrative Assistant; Part Time

Administrative Assistant (Part Time)

Catholic Charities of Baltimore, Anna's House is currently seeking a Part Time Administrative Assistant, who will facilitate the efficient operation of the assigned area by performing a variety of clerical and administrative tasks. The work schedule is Monday - Thursday and some Fridays 9:00am - 2:00pm.

Anna's House is a supportive housing program offering emergency shelter and project-based housing with an array of services for families experiencing homelessness in Hartford County. We provide safe shelter, daily meals, and casework support for those in need. As a supportive housing program for families experiencing homelessness, Anna's House is much more than just a safe place to sleep. Our goal is to effective positive changes in the families we serve by providing supportive services.

JOB

DUTIES & RESPONSIBILITIES:

• Serves as the primary contact for clients, visitors, and volunteers, ensuring professional, trauma-informed, confidential, and welcoming support.
• Manages incoming calls by screening, routing, transferring, and escalating inquiries to ensure timely, accurate, and efficient client support.
• Maintains organized, current, and accessible filing systems in accordance with assigned procedures and recordkeeping expectations.
• Retrieves information from records, email, minutes, and related documents; prepares accurate summaries, data, and reports within requested time frames.
• Monitors and resolves administrative inquiries, ensuring responses are accurate, complete, and provided within a reasonable timeframe.
• Coordinates travel, meetings, and appointments for managers or supervisors, ensuring logistics are confirmed, communicated, and completed efficiently.
• Schedules, coordinates, tracks, and documents required training for managers and staff, supporting timely completion and compliance with deadlines.
• Maintains office supplies and coordinates equipment maintenance to ensure resources are available, functional, and support daily operations.
• Tracks expenses and petty cash; prepares and processes invoices, check requests, field expense vouchers, and related documents in accordance with budget and reporting requirements.
• Plans and supports special events, ensuring details are coordinated, deadlines are met, and activities are completed within budget expectations.
• Performs other duties as assigned.

EDUCATION & EXPERIENCE REQUIREMENTS :

• High school diploma or GED.
• Four years of experience in an administrative role or equivalent combination of education and experience.

REQUISITIONS & ABILITIES:

• Demonstrates excellent verbal and written communication skills, ensuring clarity and effectiveness in all interactions.
• Exhibits exceptional relational and customer service skills, building strong connections and providing top-tier service.
• Displays excellent organizational skills and meticulous attention to detail, ensuring accuracy and efficiency.
• Possesses a foundational understanding of clerical procedures and systems, including managing Outlook calendars, email, and recordkeeping.
• Demonstrates accountability by working independently, requiring minimal direction or supervision.
• Acts with discretion, tact, and professionalism in all situations, maintaining confidentiality and integrity.
• Requires proficiency in using computer systems and software to perform job function, including but not limited to, basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook. Knowledge of other Microsoft Office applications, such as Word, Excel PowerPoint, Teams, and One Drive is preferred.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role.
• Adjusting or moving objects up to 20# in all directions, which may include lifting, carrying, pushing, pulling, or repositioning items as necessary to perform job duties.
• Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties.

We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

• Health/Dental/Vision
• Vacation/sick/holiday pay
• 403(b) Retirement Plan with a discretionary employer contribution
• Tuition Advancement
• Paid Parental leave

Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

Catholic Charities is an equal opportunity employer