Administrative Assistant

Catholic Charities Bureau, Inc., St. Augustine Regional Office is seeking a Administrative Assistant. This is a part-time, 25 hour a week (Monday to Friday, 10:00 am to 3:30 pm), non-exempt position located in St. Augustine, FL. The hiring range for this position is $17 to $20 an hour.

To apply please submit a cover letter, application and resume. Catholic Charities is an EEO and e-verify participating agency.

Position Summary

The Administrative Assistant provides critical administrative and operational support to the agency and its clients while serving as a key support to the Regional Director. This role manages sensitive and complex tasks, oversees volunteer recruitment and coordination for the Thrift Store, Front Desk, and Senior Program, and ensures volunteers are trained, supported, and appreciated. In addition to volunteer management, the Administrative Assistant is responsible for the overall operation of the Thrift Store, including promoting sales, ordering supplies, providing support to volunteers, and covering shifts if needed. The role also organizes the annual Hope for the Holidays Christmas Program in collaboration with the Regional Director and supports office staff with tasks and projects to foster a collaborative and efficient work environment. Additional responsibilities include maintaining filing systems, performing data entry, handling banking tasks such as deposits and reconciliations, managing special projects, maintaining databases, conducting research, and preparing reports to support management decision-making.

Essential Duties And Responsibilities

• Provides general administrative support for the office to ensure its smooth operation and assists all office employees with tasks and projects as needed.
• Provides direct administrative support to the Regional Director.
• Collects and documents all department statistics, gathers data, and produces a PQI agency report on a quarterly basis.
• Assists with the implementation of accreditation and PQI processes.
• Performs fiscal duties as assigned and trained.
• Completes reports as required by regulatory bodies timely and accurately.
• Organizes and implements the Hope for the Holidays Christmas Program, working closely with the Regional Director to ensure its success.
• Oversee all aspects of volunteer management, including recruitment, screening, training, and coordination of volunteer appreciation events for the Thrift Store, Front Desk, and Senior Program.
• Ensure monthly safety inspections and fire drills are conducted.
• Submits Safety Checklists and Fire Drill form within the specified time frame.
• Maintains office services by organizing office operations and procedures, preparing correspondence, designing filing systems, and reviewing and approving supply orders.
• Coordinates meetings, including booking rooms, making arrangements such as meal or beverage service, and confirming attendance.
• Works closely with the building property owner to address building requirements and procedures and alerts staff to changes in expectations for building safety.
• Maintains a focus on office security, including management of keys, visitor entry protocols, and office alarms.
• Process all incoming mail, determining whether certain items should be forwarded to other departments and sending mail with special handling as needed.
• Prepares presentations and materials, including letters, memos, reports, slides, proposals, and forms.
• Maintains all physical and electronic files, ensuring materials are organized, secure, and easily retrievable by appropriate staff, while maintaining confidentiality.
• Ensures the office equipment is always operational and coordinates necessary maintenance.
• Perform duties specific to various departments, such as collecting and organizing special materials needed by department staff and preparing special reports.
• Facilitates the effective implementation of special projects and ensures smooth coordination between staff and volunteers.
• Other duties as assigned.
  
  

Required/Preferred Education And Experience

• Bachelor's degree, preferred.
• 2 years of administrative experience, preferred.
  
  

Other Requirements

• Clear a Level II background screening.
• Clear a reference check (professional and personal)
• Clear a local background check from the county in which you reside.
• Clear a Motor Vehicles Records check.
• Provide proof of and maintain a minimum personal auto insurance according to agency standards.
• Provide a copy of all certifications prior to your first day of employment.
• Clear an E-Verify check.
• Valid Florida state driver’s license.
  
  

Driving and Travel

• 10% travel is required for this job.
• This position requires that you drive your personal automobile or vehicle on agency business on behalf of Catholic Charities Bureau, Inc. Therefore, you are required to have a current valid Florida Driver’s License. Maximum points accumulated on your driving record cannot exceed 6 at any one time for you to be considered as having a good driving record. You are required to carry automobile liability insurance in the amount of at least $50,000 for each person, $100,000 for each accident or occurrence for bodily injury, and $25,000 for property damage.