CATHOLIC HOUSING AND COMMUNITY SERVICESJOB TITLE: Administrative AssistantPOSITION REPORTS TO: Senior Center ManagerDEPARTMENT: Senior Community Centers (Norris Square)HOURS: 40 hours per weekPrimary Purpose of Job:The primary purpose of your job position is to provide administrative and clerical assistance to the Center Manager and Social Services Coordinator.Essential Job Functions:Serve as receptionist for the center, answering calls and directing participants and visitors as needed.Perform all clerical duties including, but not limited to, answering the telephone, referring calls to the appropriate individual, and answering questions as appropriate.Enter data accurately in computer-based software and create reports when needed.Type, file, copy, distribute and store documents and correspondence as directed by supervisor.Maintain confidentiality of participant and other information in accord with confidentiality policies, professional standards, and other regulations/guidance.Maintain files and other records as directed, including but not limited to participant files, tracking logs, attendance reports, financial reports, petty cash tallies, supply inventories, etc.Release information in accordance with established policies and procedures.Prepare center materials, including newsletters, notices, agendas, meeting minutes.Schedule and arrange for meetings, conferences, etc.Assure sufficient level of supplies is maintained, reordering as neededAct as liaison with office related vendors.Manage and arrange transportation for client in compliance with CCT and PCA requirements, as well as reconcile transportation invoices.OTHER JOB FUNCTIONS:Responsible to know and to implement the Mission and Philosophy of the organization within the scope of responsibility.Responsible for overall client satisfaction as it related to Administrative Assistant duties.Treats all staff, clients, volunteers and visitors with dignity and respect.Maintains good working rapport with interdepartmental personnel, community-based partners, participants and their families.Adheres to established policies and procedures for Catholic Housing and Community Services.Performs other duties as assigned.KNOWLEDGE/SKILLS/ABILITIES:EducationMust possess, as a minimum, a high school diploma, or equivalent.ExperienceMust have two years of additional education or experience in a similar field or position.Must be proficient in Microsoft Office and data entry and able to learn new systems as needed.Must have working proficiency (listening/speaking and reading/writing) in both English and Spanish.Physical Requirements (With or without the aid of mechanical devices)Sit, stand, bend, lift and move intermittently during work hours.Must be able to lift, push, pull and move equipment, supplies, etc.
up to 25 lbs.Work EnvironmentMust function independently and have flexibility, personal integrity and the ability to work effectively with participants, personnel and other agencies.Must be able to work with older adults in a community setting respectful of their right to self-determination.Is subject to frequent interruptions.This job description is not intended to provide an all-inclusive listing of related job activities.
Incumbent may be requested by management to perform other related activities in place of or in addition to those representative activities noted in this job description.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.