Administrative Assistant II

WE OFFER EXCELLENT BENEFITS:

* FREE Employee Medical Insurance

* FREE Employee Dental Insurance

* FREE Employee Vision Insurance

* Sick leave (8 hours per month)

* Vacation (Minimum of 2 weeks paid vacation)

* Discounted health memberships

* Retirement (Employer contribution - 3% contribution and an additional 3% employer match)

* FREE Long-Term Disability Insurance

* FREE Life Insurance

* 13 Paid Holidays

Mission of Catholic Charities

Feed the hungry, heal the hurting, welcome the stranger.

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

This position will support the administrative needs of the shelter.

Job Duties /Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job.

* Performs as a team member to assist in achieving positive outcome measures for all HOC programs.

* Manages and orders all necessary office supplies, as well as other supplies as needed.

* Assists the Maintenance Lead with coordination of all necessary services and repairs required. Assists with vendor management, including bids. Updates the workorder list daily and provides it to maintenance.

* Recruits, screens, onboards, assigns and manages all volunteers at House of Charity, including leading volunteer groups.

* Coordinates and maintains recordkeeping and files on volunteers, to include tracking volunteer hours and keeping the volunteer database current. Tracks and reports data as needed.

* Ensures donations are sorted and organized by OA staff. Assists with donation management as needed. Coordinates with shelter contacts for excess donation pickup and drop-off.

* Manages all invoices, including coding to appropriate grants and preparing requests for payment.

* Audits client services billing regularly and assists with appropriate data input and coding as needed.

* Plans special staff and volunteer recognition functions and activities.

* Assists with managing the applicant tracking system to identify potential candidates to fill open positions as needed. Schedules interviews for the Director as needed.

* Prepares hiring packets specific to interview needs to support the hiring committee. Supports onboarding functions for all staff.

* Assists the Assistant Director with tracking and coordinating required trainings for staff.

* Assists with reviewing all timecards to ensure accurate hours and coding are approved.

* Assists the Director with reviewing all incident reports for accuracy and completion.

* Assists the Director with reviewing submitted IT tickets for appropriateness.

* Serves as a back up for Data Specialist to ensure data, reporting, and monitoring are complete, submitted, and accurate. Assist with auditing the data regularly.

* Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

* Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.

* Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.

* Performs related functions necessary to support the mission and core values of Catholic Charities.

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.

Education/

Experience:

to perform this job successfully, an individual must have a High School Diploma or a General Education Degree. The applicant must also have demonstrated strong organizational, communication, and administrative skills as well as an ability to compassionately interact with individuals experiencing homelessness. Professional office experience strongly preferred. Strong technical aptitude with experience in database platforms, cloud-based productivity tools, and advanced-level Excel skills for data organization and reporting.

Certificates/Licenses:
Successfully pass background check applicable to position.

Physical Abilities:
To perform this job successfully, an individual must be able to:

* Regularly sit, stand, climb, walk, hear/listen, talk

* Frequently

lift up to 50 pounds, pull/push, carry, grasp, reach

*…