HOC Administrative Assistant

Job Description

Job Description

WE OFFER EXCELLENT BENEFITS:

• FREE Employee Medical Insurance
• FREE Employee Dental Insurance
• FREE Employee Vision Insurance
• 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

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 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.

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. 

1. Assists the leadership team with various day-to-day tasks, projects, communications, scheduling, documentation, and other operational support needs as assigned.
2. 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.
3. Performs as a team member to assist in achieving positive outcome measures for all HOC programs.
4. Manages and orders all necessary office supplies, as well as other supplies as needed.
5. 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.
6. 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.
7. 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.
8. 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.
9. Manages all invoices, including coding to appropriate grants and preparing requests for payment.
10. Audits client services billing regularly and assists with appropriate data input and coding as needed.
11. Plans special staff and volunteer recognition functions and activities. Assists with coordinating staff meetings and outings.
12. Assists with managing the applicant tracking system to identify potential candidates to fill open positions as needed. Schedules interviews for the Director as needed.
13. 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.
14. Tracks and coordinates the required trainings for staff.
15. Assists with reviewing all timecards to ensure accurate hours and coding are approved.
16. Assists the Director with reviewing all incident reports for accuracy and completion.
17. Assists the Director with reviewing submitted IT tickets for appropriateness.   
18. Ensures data, reporting, and monitoring are complete, submitted, and accurate. Assists with auditing, inputting, and correcting the data regularly.
19. 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).
20. Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.
21. Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
22. 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
• Occasionally crawl, stoop, kneel
• Clearly see 20+ feet, with or without corrective lenses, ability to focus

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability : ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability : ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Attendance : ability to consistently arrive and be able to work as scheduled.  Ability to work night and weekend shifts as needed.
• Computer/Technical Ability :  working knowledge of: Word Processing software ,  Spreadsheet software ,  Internet software. Ability to type 50 words per minute.
• Dependability :  ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations.  Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics. 
• Judgment:   ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
• Language Ability: ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization.
• Mathematical Ability: ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Motor Coordination : the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
• Problem Solving Ability : ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
• Quality Management : ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others;  ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
• Reasoning Ability :  ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.
• Supervisory Skills:  This job does has direct supervisory experience for volunteers and other unpaid staffing.

Workplace Environmental Conditions

While performing the essential duties/responsibilities of this job, the employee will be:

• Noise Conditions: exposed during a shift to constant or intermittent sounds at moderate to loud levels of sound dependent upon the daily activities.
• Client Population may include persons involved in gangs, with substance abuse concerns, homelessness and/or tendencies towards violent behavior.