Administrative Assistant - Our Daily Bread Employment Center

Administrative Assistant - Our Daily Bread Employment Center

Catholic Charities of Baltimore, Our Daily Bread Employment Center is currently seeking an 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-Friday 8 AM - 4 PM.

Our Daily Bread Employment Center (ODBEC) provides a hot, nutritious lunch for anyone in need, every day of the year. It serves as a gateway to a wealth of other services in the facility, including legal, healthcare, employment training and opportunities with the Mayor's Office of Employment Development, Christopher Place Employment Academy, government benefits, a computer lab and a clothing closet.

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 timeframes.
• 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.
• One year of experience in an administrative role.
• An equivalent combination of education and experience may be considered.

Required Skills & Abilities:

• Ability to utilize or learn trauma-informed skills, and practice patience and empathy.
• 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 OneDrive 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.
• 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.
• Repetitive motions involving the wrists, hands, and/or fingers, including tasks such as typing, data entry, or handling small objects. These repetitive activities may occur throughout the workday and require attention to ergonomics to ensure comfort and minimize strain.
• Assessing the accuracy, neatness, and completeness of assigned work to ensure it meets quality standards and adheres to established guidelines.
• Hearing and vision abilities, with or without correction, sufficient to drive safely and effectively observe and communicate with others.

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

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.