Catholic Charities Community Services Careers

Summary: The Administrative Assistant will support the Site Supervisor and program
staff by performing a variety of administrative and clerical tasks. Responsibilities include
maintaining records, preparing reports, managing communication, coordinating office
supplies, and assisting with special projects. This role is essential to ensuring the smooth
operation of daily activities across program sites.

 

• Pick Up and Deliver Emergency Assistance Checks
• Collect emergency assistance checks from HRA Job Centers, the main office, and
• HPP sites; deliver them to designated locations promptly and securely.
• Maintain Employee and Client Records
• Keep updated records of employees and clients, including final outcomes and relevant statistics.
• Generate Program Reports
• Prepare accurate and timely computerized reports on program performance and client data.
• Support Special Projects
• Assist with special projects as assigned by the Supervisor, ensuring deadlines and quality standards are met. Develop Filing Systems
• Create and maintain organized filing systems for physical and digital records.
• Office Supply Coordination
• Monitor inventory and coordinate orders for office supplies to ensure availability and cost efficiency.
• Handle Communication
• Manage incoming phone calls and correspondence, providing professional and timely responses.
•  Maintain Calendars and Appointments
• Use scheduling software to organize calendars, appointments, and meetings.
• Document Meeting Minutes
• Prepare, distribute, and file accurate minutes for departmental and program meetings.
•  Attend Meetings
• Participate in Department and Program meetings as directed.
• Provide Administrative Support to Supervisor
• Assist the Supervisor with ongoing administrative tasks and special assignments.
• Perform Other Duties as Assigned
• Adapt to the needs of the program by handling additional responsibilities as required.

Position Type and Expected Hours of Work:
This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM
Monday - Friday. Additional hours may be required to meet program deadlines, or client needs.
Working conditions and physical demands required:
The demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job.
• To conduct home visits and outreach within NYC at least 50% of the time,
individuals will use public transportation or traverse city streets, occasionally
ascend/descend stairs, and be exposed to outside weather conditions.
• Ability to work with the public.
• Ability to position boxes/items at different levels that weigh up to 25 lbs.
• Remain stationary at a work station and use a computer at least 50% of the time.
• Potential to carry a laptop to offsite work locations.

 

Qualifications
Education and/or experience required:
HS Diploma, some college preferred, and/or minimum 3 years of related
experience. Bi-lingual English Spanish preferred.
Skills, Licenses, and/or competencies required: Excellent interpersonal and
communication skills; strong organizational and computer literate