This position requires a professional, detail-oriented individual with excellent organizational and interpersonal skills, and the ability to understand and follow instructions, as well as work independently. Should possess an overall knowledge of general office procedures, and familiarity with office equipment. Proficient use of Microsoft Office Suite (Word, Excel, SharePoint, Outlook, PowerPoint). Trustworthiness, reliability, willingness to maintain confidentiality and the ability to complete routine and delegated assignments in a timely manner is essential.
PRIMARY RESPONSIBILITIES
· Meet and greet visitors – answering phones, conference room/meeting area coordination (both physical and virtual) and meal arrangements.
· Performs clerical and administrative tasks including assisting in drafting, preparing, proofreading printing and sending letters, emails, memos, invoices, forms, reports, and other documents for administrative leadership.
· Excellent writing and grammar/editing skills, communicating effectively as appropriate for the needs of the audience.
· Assist in assembly of meeting packets and communication materials (e.g., Quarterly Board Meetings).
· Act as backup to individual who is responsible for program timesheets, records, and submission of these records to Payroll.
· Preparing, maintaining, and tracking all paperwork and necessary forms for the lifecycle of an employee (new hire through separation).
· Understand importance of and maintain confidentiality with HIPAA protected information as well as, discern sensitive/confidential information learned through daily tasks.
· Experience in using web-based communication solutions (e.g., Zoom, webinar platforms).
· Files correspondence and other reports/records.
· Orders office supplies and maintains records of inventory.
· Organize and maintain office environment.
· Responsible for managing incoming correspondences (faxes, emails, phone messages, etc.) and direct to the appropriate person for follow up.
· Sends outgoing correspondences, including faxes, letters, publication materials.
· Performs additional duties as assigned by Administration leadership.
Typical skills needed for the position:
Customer/Client Service Orientation
Initiative
Interpersonal Skills
Teamwork
Time Management (able to prioritize and multi-task)
Work independently
Proactive mindset
Physical and Environmental Demands: The physical demands described here are representative of these that must be met by employees to successfully perform the essential job functions of this position. In compliance with the Americans with Disabilities Act, reasonable accommodations will be considered.
· Use of hands, wrists and fingers and lifting or moving up to 25 lbs. will be required.
· Movements such as stooping, crouching, bending, kneeling, and reaching are required.
· This position requires spending a majority of the workday sitting with occasional standing and walking.
· The location of the program requires the ability to climb stairs on an infrequent basis if the elevator is not working.
· Noise and/or level of distractions in the work environment are moderate.
Working Conditions: This is a 40 hour a week position that requires staff to be available during 8:00am to 4:30pm, Monday through Friday. May need to flex hours to support special events.
Education: A High School diploma, preferably with business curriculum. An associate degree in business preferred. Proficiency in specialized computer software relevant to human resource and payroll is preferred.
Certifications or Licenses Required:
· State Police and Child Line Clearances
· FBI Clearances
· Valid PA Driver’s License
· Adequate Automobile Insurance According to Agency Policy
· Successful completion of UPITT mandated reporter training
Experience: Three years of experience with administrative assistant duties and responsibilities.
Catholic Charities requires State Police, Child Line, FBI Clearances, and valid PA Driver’s License for all positions. Competitive salary and excellent benefits. EOE. Website: www.cchbg.org
Job Type: Full-time
Pay: From $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Tuition reimbursement
- Vision insurance
Work Location: In person
