Job Fair! Tuesday September 22nd 9 am-3 pm
Onsite Interviews! Catholic Charities 1408 Genesee Street Utica NY
DEPARTMENT: Various DATE: 8/26
JOB TITLE: Administrative Assistant BAND: 2
STATUS: Non-Exempt
Position Summary
The Administrative Assistant provides administrative, clerical, records, and program support to assigned division leadership and programs. This position helps maintain efficient operations through accurate documentation, professional communication, confidentiality, and assigned agency or community support activities.
QUALIFICATIONS
Education
· High school diploma or equivalent required.
· Additional business, administrative, or computer-related training preferred.
Experience
· Three (3) to five (5) years of general office, administrative support, or related experience.
· Proficient with Microsoft Office, electronic records, databases, email, scheduling tools, and office technology.
· Experience with purchasing, petty cash, expense tracking, budgets, or basic financial records preferred.
Skills
· Communicates professionally with staff, participants, visitors, vendors, and community partners.
· Prepares and maintains accurate correspondence, reports, spreadsheets, databases, and records.
· Uses sound judgment, discretion, and confidentiality with sensitive information.
· Demonstrates strong organization, time management, attention to detail, follow-through, and the ability to prioritize competing tasks.
· Operates standard office equipment and uses office systems to support efficient daily operations.
· Valid New York State Driver’s License with 5 points or less.
Responsible to
Chief Program Officer
Programs Responsible for
Programs contained within the division
MAJOR FUNCTIONS
Compliance, Records, and Confidentiality
· Follows agency policies, procedures, program requirements, and approved guidance.
· Complies with applicable laws, regulations, policies, and procedures related to assigned programs and operations.
· Maintains accurate, timely, complete, and organized records, files, reports, and program documentation.
· Supports documentation for participant, billing, medication, financial, mileage, menu, and other assigned records.
· Protects confidential and sensitive agency, staff, financial, program, and participant information.
· Use and share confidential information only as needed for assigned duties and through appropriate channels.
· Reports known or suspected compliance, documentation, confidentiality, or safety concerns through appropriate channels.
· Completes required training and cooperates with audits, monitoring, corrective actions, and quality assurance activities.
Administration and Office Operations
· Coordinates daily office operations to support an organized, efficient, and professional work environment.
· Coordinates the purchase of office supplies and maintains adequate inventory to support program and agency needs.
· Schedules meetings, prepares materials, and assists with agendas, minutes, notices, and follow-up.
· Prepares, edits, formats, and distributes correspondence, reports, budgets, contracts, policies, procedures, and related materials.
· Completes purchase orders, monitor processing, tracks petty cash, and supports accurate financial documentation.
· Greeting visitors and provide professional telephone coverage, including route and forwarding calls.
· Provides backup coverage for the agency operator and assists with clerical duties in the absence of other staff.
· Processes incoming and outgoing mail in a timely and organized manner.
· Maintains organized electronic and paper filing systems, databases, data entry processes, and reports.
· Coordinates or assists with planning special events, meetings, and agency activities as assigned.
· Coordinates or oversees staff, volunteers, interns, or others when assigned.
Program Support
· Acts as a liaison to program participants, staff, and internal departments as assigned.
· Prepares, edits, and maintains program-related correspondence, reports, records, and other documentation.
Catholic Charities Agency and Community Related
· Attending all internal staff meetings and program related meetings, as necessary.
· Participate in in-service training sessions, workshops, conferences and/or continuing education programs within Catholic Charites or the larger community, as necessary.
· Participate in other duties, programs, and activities within the Department as directed.
This job description is not intended to be all-inclusive, and employees will perform other job-related duties as assigned by immediate supervisor or other management staff as required. Catholic Charities of Oneida Madison
County reserves the right to revise and change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.
Pay: $19.25 - $21.99 per hour
Expected hours: No more than 35.0 per week
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- general office: 3 years (Preferred)
Work Location: In person
