Catholic Charities Jacksonville – Administrative Assistant
Categories Secretarial/Support Staff
Expires Mar 31, 2023
Description
Catholic Charities Bureau, Inc., Jacksonville Regional Office is seeking an Administrative Assistant for the Regional Director. Performs the more sensitive, difficult, confidential, and complex office functions including administrative duties for Jacksonville Office’s Regional Director. Responsible for greeting office guests, office supply inventory and ordering as well as coordinating office activities including all staff meetings and data collection for agency reporting. Responsible for makes arrangements for Advisory Board meetings, preparing reports and correspondence; and performing customer relations to support Catholic Charities’ presence in the community. Sensitivity to confidential matters is required.
Essential duties and responsibilities
Provide direct administrative support to the Regional Director, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing, and shipping packages, and updating databases. Provides general administrative support for the office to ensure its smooth operation. Maintains office services by organizing office operations and procedures, preparing correspondence, designing filing systems, reviewing, and approving supply orders. Coordinates meetings, including booking rooms and planning meals or beverage service. Confirms attendance of others for meetings. Works closely with building property owners on building requirements and procedures to alert staff of any changes in expectations for building safety issues. Keep a focus on office security. Maintains office system of designated electronic key fobs, visitor entry protocols and office alarms. Processes all incoming mail. Determines whether certain pieces should be forwarded to other departments and forwards as appropriate. Sends out mail, requesting special handling or services as needed such as express or special delivery. Prepares presentations and materials, including letters, memos, agendas, papers, transparencies, slide presentations, proposals, outlines, and forms. Performs a variety of duties specific to various departments such as collection and organization of special materials needed for use by department staff, and preparation of special reports. Ensures that the office equipment is always operational. Schedule and track meetings and appointments, and book flights and travel arrangements. Other duties and responsibilities as assigned by the Regional Director.
Qualifications
Ability to report to work on time, follow directions from supervisor and accept constructive feedback. Effective interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Ability to interact effectively, compassionately, and respectfully with clients, visitors, staff and board members. Strong typing and computer skills are required, including knowledge of and proficiency with Microsoft Word, Outlook, Excel, PowerPoint, and other software programs. Excellent organizational skills and able to perform multiple tasks simultaneously. Ability to organize, prioritize and meet deadlines. High level of personal initiative and ability to work with minimal oversight. Ability to act calmly in crisis situations and to resolve conflicts in a constructive and effective manner. Exceptional interpersonal skills and the ability to foster a cooperative work environment. Enthusiasm and the ability to thrive in an atmosphere of constant change. Ability to understand and follow agency policies and procedures. Ability to learn agency specific software. Excellent customer service skills.
Education and Experience
Bachelor’s degree in related field preferred. A minimum of 5 years administrative support experience.
Salary/Salary Range
$18.00 - $20.00 an hour
How to Apply
https://hr.dosafl.com/careers/