Administrative Assistant

Position Title:           Administrative Assistant       

Reports To:               Executive Director

Job Status:                Part Time

FLSA Status:            Non-exempt

Hybrid Eligible:        No

Summary of Primary Job Function

The Administrative Assistant position is responsible for providing administrative support and ensuring efficient operation of the office. Your role will involve managing and organizing files, arranging appointments and meetings, answering the phone and emails from fund holders and prospects and handling correspondence. You will be expected to prioritize tasks effectively and keep accurate records, while maintaining confidentiality and discretion at all times.

Education and Experience Qualifications

High school diploma or general education degree (GED); or one or more years of related experience and/or training; or equivalent combination of education and experience.  Experience working in a non-profit or human services organization preferred.  Proficiency in developing positive relationships and interactions.  Highly effective communication skills. Self-starter, creative, organized, ability to prioritize multiple requests while meeting deadlines.

Ability to stay current with non-profit communications best practices.

Essential Duties and Responsibilities

·        Process all gifts received. This includes: gift documentation, gift acknowledgements, and Deposits

·        Serve as primary contact for agency accounts

·        Serve as liaison with investment consultant staff

·        Develop and assemble materials necessary for all committee and board meetings

·        Attend all committee and board meetings to take minutes

·        General office duties including: Places, receives and routes calls through main Foundation phone number. Supplies information to callers, relays messages, announces visitors and completes requested task as requested.

·        Handles special administrative projects. Provides filing and data entry assistance. Uses word processing, spreadsheets and various software programs and office equipment to perform clerical and administrative tasks. Scheduling appointments, meetings, and events. Preparing memos, letters, reports, and presentations. Performs updates to CFSWIA funds and specific “drive” folders as needed.

·        Responsible for all items necessary for any special event/webinar, as well as the promotion and registration of the event

Supervisory Responsibilities

There are no supervisory relationships for this position.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities

Communication Skills

Exhibit good interpersonal communications skills including the ability to establish and set strong personal boundaries. Keep others adequately informed and exhibits good team building abilities. Expresses ideas and thoughts clearly in both written and verbal form. Exhibit good listening and comprehension skills; seeks clarification when needed and selects and uses appropriate communication methods. Ability to communicate and interact with a wide variety of people having diverse social concerns and problems. Ability to communicate the mission and services of CFSWIA within both the organization and community. Strong written and verbal communication skills. An understanding and ability to work within parish structures.

Mathematical Skills

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.

Language Skills

Ability to read and interpret documents such as safety rules, impact reports, operating and maintenance instructions, and procedure manuals. Ability to write routine reports, business correspondence and procedure manuals utilizing proper English, grammar, punctuation and spelling; proofreads with accuracy and completeness to produce documents requiring minimal revisions by others. Ability to effectively present information and respond to questions from employees, fund holders, clients, and the general public. Ability to respond professionally to common inquiries or complaints from clients.

Reasoning Ability

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other Skills and Abilities

Knowledge of standard office procedures including alphabetic and numeric filing, mail processing, supply ordering and record keeping. Proficient human relations, planning,

organizing and communication skills. Ability to meet deadlines by effectively organizing and prioritizing work assignments while managing frequent interruptions. Ability to operate various

office machines including: computer, printer, copier, scanner, fax machine, telephone and calculator. Ability to type with accuracy on a computer keyboard. Proofreads with accuracy and completeness to produce documents requiring minimal revisions by others. Utilizes proper English, grammar, punctuation and spelling. 

Computer Skills

Demonstrates proficient computer skills and familiarity of Microsoft Office software applications including Outlook, Word, Excel, Publisher and PowerPoint. May also require some knowledge of desktop publishing, Adobe software and other software applications as required.

Certificates, Licenses, Registrations

None

Other Qualifications

Ability to work with minimal supervision. Knowledge of diocesan policies and office procedures as they relate to work activities and ability to maintain confidentiality. Knowledge of the Catholic Church organization and operation desired. Ability to successfully pass a child abuse registry check and criminal background check.

Physical Demands

The physical demands 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 regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Need a minimum of 20 hours per week, but open to up to 28 per week with the right qualifications.