Administrative Assistant

General Description

The Administrative Assistant, under the direction of the Director of Development, ensures smooth operations within the Development department. Effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma informed care environment.

Essential Duties and Responsibilities

• Provide administrative support to include filing, copying/scanning, follow-up, report preparation, completing general correspondence and mailings.
• Arrange and coordinate meetings within the department. This may include, but is not limited to: catering/refreshments, availability, room reservations, equipment set-up and handouts.
• Manage Departmental e-filing systems (stand alone and SharePoint systems) to ensure organized repository and maintenance of sites.
• Support department staff with mailing letters, maintaining guest lists, creating name tags and help with event day set up.
• Manage department office supplies and ordering.
• Participate in special events as needed.
• Participates in relevant Agency meetings and/or trainings.
• Maintain a high-level of confidentiality when working with sensitive donor information.
• Assure data integrity and comply with all policies and procedures related to keeping donor information safe and secure.
• Awareness and active support of the Agency's Mission, Vision, Values and Strategic Plan. Including, but not limited to, supporting the Agency's Core Competency initiatives of being Collaborative and Community Focused, Innovative and Entrepreneurial, and Culturally Competent and Diverse.
• Ensure compliance with all applicable Local, State, and Federal regulations and agency policies.
• Provide general back-up to the Development Department as needed and directed.
• Other duties as assigned.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive. Employees are required to follow appropriate supervisory direction and perform other related duties as required.

#INSJ

Qualifications

Education: Associate degree preferred and a minimum of one-year administrative experience. Equivalent combination of education and experience will be considered.

Credentials: Valid and clean NYS Drivers License.

Experience: A minimum of one-year administrative experience. Proficiency with Microsoft Office required, Experience with SharePoint desirable. Experience with fundraising software a plus, experience in a non-profit setting strongly preferred.

Physical Demands/Work Environment: The physical demands/work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, use hands to type and/or perform light lifting. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually quiet.

Compliance: Adheres to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, program, billing and documentation standards. All duties must be performed in accordance with CFCs corporate compliance & ethics program.

Additional Requirements:

***Catholic Charities Family and Community Services is committed to leveraging the talent of a diverse workforce to create great opportunities for our agency and our people. EOE/AA Disability/Vet