What are the responsibilities and job description for the Administrative Assistant position at Diocese of Venice?
Title : Administrative Assistant
Reports to : Region 4 Director
Location : Catholic Charities : Sarasota office, 5055 N. Tamiami Trl. FL
Classification : Hourly / Nonexempt
Overview
Catholic Charities, Diocese of Venice, Inc. provides services to people of all races, backgrounds and beliefs. We offer a variety of housing and social service programs to individuals, families and communities across ten counties in Southwest Florida.
The Regional Administrative Assistant provides administrative support to the Regional Director to ensure continuity of operations for their assigned region and carries out duties in accordance with policies, regulations, and program performance standards.
Job Responsibilities :
- Provides administrative support to the Regional Director including clerical tasks, scheduling meetings, and following up with program staff as required
- Answers incoming calls in a friendly and professional manner and assists callers in accessing services, scheduling appointments, or connecting with appropriate staff
- Greet and assist clients, community representatives and visitors
- Coordinates meetings, prepares minutes and agendas and communicates with a variety of agency / committee representatives
- Ordering of office and program supplies, maintains inventory, and distributes as needed
- Prepares check requests for all regional office expenses to ensure ongoing operations, manages and monitors billings for vendors; ensures orders are received and credits are issued
- Tracks credit card receipts / purchases, reconciles account, and provides back-up
- Manages reservations, books travel accurately and efficiently for Regional Director and office staff for meetings and conferences
- Composes correspondence : including thank you letters, e-mails, reports and minutes, and disseminates to appropriate individuals
- Administer / Manage Documentation of Financial Assistance Opportunities available to Clients, as necessary
- Assists with staff training; ensures evaluations are available and compiles feedback for outcomes
- Participates in trainings and professional development activities for skill maintenance, enhancement, and knowledge of services
- Assists with entering; gathering; collecting data and maintaining various database systems for reporting; works collaboratively with PQI manager
- Provides support at event committee meetings including taking minutes in the absence of the development coordinator
- Ensure maintenance of office equipment at physical site location
- Coordinates internal as well as community holiday events as requested
- Perform back-up coverage as needed
- Perform other duties and assigned by Regional Director
- Associates degree or equivalent in business related field; and
- 1 -3 years related administrative level clerical experience; or any acceptable combination of education, training, and experience
- Bilingual in English / Spanish preferred
- Must readily acquire familiarity with the functions of Agency, State and Federal organizations, Community Partner Agencies / Resources
- Must have thorough knowledge of administrative operations, administrative practices, office management and accounting
- Must be able to handle highly confidential consumer, program, and agency information
- Must be skilled in the use of a computer; calculator; and be proficient in the use of Microsoft Office Suite including Word, Excel, and Outlook word processing, spreadsheets, and databases
- Must have excellent organizational skills and be able to devise systems to carry out tasks efficiently
- Must be able to exercise independent judgment, solve problems and gain the cooperation of others
- Must be self-motivated and flexible; must have the ability to follow complex oral and written directions
- Must be able to handle multiple priorities with accuracy and attention to detail
- Ability to respond appropriately and with sensitivity to a diverse client population
- Must have valid Florida driver's license and maintain agency driving certification; must have access to a reliable, properly insured vehicle for travel
