Administrative Assistant PT
About The Position
Since 1923, Commonwealth Catholic Charities (CCC)has provided life-changing human services to vulnerable individuals and families throughout the Commonwealth of Virginia. CCC offers quality and compassionate human services to all people, especially the most vulnerable, regardless of faith. We are passionate about the work we do in our communities, providing 31 critical services at 11 locations throughout Virginia. Summary: This position provides reception, administrative, and clerical support to assigned programs. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. · Answers and responds to outside calls by transferring, paging, placing accurate voice mail messages, providing requested or needed information, and maintaining timely distribution of messages left on the general agency mailbox or program voicemail. · Pre-screens callers and refers to appropriate program and/or other available resources for assistance. · Greets incoming clients and visitors and directs them to the correct location and/or provide them with appropriate program literature and supplies. · Completes basic data entry in program spreadsheets or specific program software. · Compiles weekly, monthly, quarterly and annual reports for supported programs. · Prepares and files letters, reports and other correspondence in a timely manner and as directed. · Maintains program records by opening new records, updating existing records, and closing out records at end of service. · Maintains and organizes complex filing system by program. · Tracks and records program hours as needed for clients, volunteers, and/or staff. · Photocopies, scans, and faxes correspondence or other printed matter. · Coordinates the ordering of office supplies depending on location. · Receives, opens and distributes all incoming mail. · Stamps, weighs, and prepares all outgoing mail. · Accepts, records, and processes payments and/or billing for agency services. Submits all supporting documentation to accounting. · Maintains program schedule and effectively communicates schedule changes to staff, volunteers, clients, and other interested parties. · Provides assistance to clients, volunteer, and staff with the completion of required intake, assessments, and other required program paperwork. · Represents the Agency in the community and workplace in a professional and ethical manner. · Demonstrates sensitivity to the service population’s cultural and socioeconomic characteristics. · Demonstrates strong interpersonal, decision-making, problem-solving, oral, and written skills. · Utilizes a basic knowledge of Microsoft Office applications.
Requirements
- High School Diploma or equivalent is required with one year of related experience.
Nice To Haves
- Bilingual Spanish preferred
Responsibilities
- Answers and responds to outside calls by transferring, paging, placing accurate voice mail messages, providing requested or needed information, and maintaining timely distribution of messages left on the general agency mailbox or program voicemail.
- Pre-screens callers and refers to appropriate program and/or other available resources for assistance.
- Greets incoming clients and visitors and directs them to the correct location and/or provide them with appropriate program literature and supplies.
- Completes basic data entry in program spreadsheets or specific program software.
- Compiles weekly, monthly, quarterly and annual reports for supported programs.
- Prepares and files letters, reports and other correspondence in a timely manner and as directed.
- Maintains program records by opening new records, updating existing records, and closing out records at end of service.
- Maintains and organizes complex filing system by program.
- Tracks and records program hours as needed for clients, volunteers, and/or staff.
- Photocopies, scans, and faxes correspondence or other printed matter.
- Coordinates the ordering of office supplies depending on location.
- Receives, opens and distributes all incoming mail.
- Stamps, weighs, and prepares all outgoing mail.
- Accepts, records, and processes payments and/or billing for agency services. Submits all supporting documentation to accounting.
- Maintains program schedule and effectively communicates schedule changes to staff, volunteers, clients, and other interested parties.
- Provides assistance to clients, volunteer, and staff with the completion of required intake, assessments, and other required program paperwork.
- Represents the Agency in the community and workplace in a professional and ethical manner.
- Demonstrates sensitivity to the service population’s cultural and socioeconomic characteristics.
- Demonstrates strong interpersonal, decision-making, problem-solving, oral, and written skills.
- Utilizes a basic knowledge of Microsoft Office applications.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
101-250 employees
