HOC Administrative Assistant

• Sick leave (8 hours of paid sick leave 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

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.

This position provides comprehensive administrative and operational support to the House of Charity shelter. The Administrative Assistant supports the leadership team with day-to-day tasks, scheduling, documentation, communication, purchasing, volunteer coordination, hiring and onboarding support, data tracking, invoice processing, and other functions necessary for effective shelter operations. This position also provides basic technology troubleshooting and support to staff, helps coordinate internal processes, and contributes to a responsive, organized, and mission-focused environment for staff, volunteers, and individuals served.

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.

• Assists the leadership team with various day-to-day tasks, projects, communications, scheduling, documentation, and other operational support needs as assigned.
• Provides basic technology troubleshooting and support to staff, including assistance with computer, phone, printer, software, database, and other system-related issues; submits and follows up on IT tickets as needed.
• 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, including but not limited to external, internal, community service, and RC 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 coordinating staff meetings and outings.
• 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, including paperwork, tours, technology set up, and other support.
• Tracks and coordinates the 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.
• Ensures data, reporting, and monitoring are complete, submitted, and accurate. Assists with auditing, inputting, and correcting 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…