Administrative Assistant-Full Time-Ormond Beach FL

Catholic Charities of Central Florida Inc•Ormond Beach, FL

1d•Onsite

About The Position

The Office Assistant performs clerical duties for the Property Manager at Prince of Peace Villas and other staff members, giving assistance with program functions, including telephone and personal contact with clients and the community in general. Performs data entry tasks and generates timely monthly reports. The Diocese of Orlando four core values lay the foundation for the work performed by its employees: Authenticity, Respect, Courage, and Commitment.

Requirements

High School graduate with proficiency in computer skills.
At least 3 years of experience in secretarial work in an office setting.
Ability to communicate effectively both verbally and written.
Demonstrate experience with Microsoft Office Professional including Word, Excel and PowerPoint.
Operate office equipment including a multiple line telephone system, copy machine, FAX, scanner, etc.
Excellent analytical skills and problem-solving capacity.
Ability to effectively prioritize tasks and time demands.
Ability to maintain a high level of confidentiality around financial information.
Good written and oral communication skills.
The ability to sit and stand for long periods of time.
Must be able to reach, grasp, feel, and see up close and from afar.
Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation.
Must be able to communicate verbally and in written form.

Nice To Haves

Some college education is preferred.

Responsibilities

Attends to all the correspondence of the Prince of Peace Villas management.
Responsible for filing all documents and ensuring that these are current and professionally managed.
Must have good telephone skills with a hospitable demeanor, greets the public professionally, screens incoming calls, and schedules appointments.
Responsible for the overall general upkeep and orderliness of the Office.
Manages e-mail and internet correspondence.
Operates copier/printer, scanner, FAX and other office equipment.
Opens and distributes mail.
Coordinates events and projects.
Must understand the priority of inquiry, so attention to detail is important.
Adhere to strict confidentiality of all client information. Agency follows all HIPPAA guidelines.
Have a commitment to Catholic values and support the tenets of Catholic Social teaching.
Have the ability to set and maintain appropriate boundaries with clients and staff.
Balance team and individual responsibilities, exhibit objectivity and openness to other views; give and welcome feedback; contribute to building a positive team spirit.
Be willing to accept and work within the agency philosophy.
Be willing to follow agency policies and procedures.
Manifest professional and personal ethics.
Facilitate incoming daily mail and direct it to the appropriate department/personnel.
Maintain accurate and timely records for all Prince of Peace Villas staff and residents.
Provide constant security and ensure HIPPAA compliance with all resident files, always keeping them in a locked file cabinet.
Maintain calendars for the Property Manager and their appointment schedules, including client scheduled times.
Prepare correspondence for Property Manager approval and signature.
Keep accurate statistics and generate appropriate monthly reports for the Property Manager to review and verify.
Responsible for the upkeep and maintenance of an organized filing system for agency records in conjunction with and under the direction of the Property Manager.
Participate in all required staff or agency meetings.
If using the CCCF agency vehicle, maintain a proper auto log and report any incidents, accidents, needed repairs, maintenance, etc. to Supervisor immediately.
Processing MI, AR, IR, taking work orders, EIV, etc.
Perform other duties as assigned.