Administrative Assistant - FT- St. Vincent Villa

Pay rate: $18.00 per hour

About the role

Catholic Charities of Baltimore, St. Vincent Villa is seeking an Administrative Assistant to facilitate the efficient operation of the assigned area by performing a variety of clerical and administrative tasks. St. Vincent’s Villa provides comprehensive residential treatment for children, ages 5-13, whose behavioral and emotional needs have not responded to community-based interventions and services.

Responsibilities

• Answer and transfer phone calls, screening when necessary, and ensuring calls are directed appropriately and efficiently.
• Welcome and direct visitors, volunteers, and clients, ensuring positive and professional experiences while maintaining security and confidentiality as needed.
• Maintain filing systems as assigned, ensuring files are organized, up-to-date, and easily accessible.
• Retrieve information as requested from records, email, minutes, and other related documents, preparing written summaries of data and/or statistics when needed, and maintaining accuracy and timely delivery.
• Monitor and resolve administrative inquiries and questions, ensuring responses are accurate and provided within a reasonable timeframe.
• Coordinate and schedule travel, meetings, and appointments for managers or supervisors, efficiently handling all details, including confirmations and logistics.
• Prepare schedules and agendas for meetings, guaranteeing all participants are informed and all necessary materials are available.
• Schedule, coordinate, and track required training for managers and their staff, verifying compliance with training deadlines and documentation.
• Record and distribute minutes or other records for meetings, ensuring accuracy and timely distribution to all relevant parties.
• Maintain office supplies and coordinate maintenance of office equipment, assuring availability and operational functionality of necessary resources.
• Maintain a system for recording expenses and the use of petty cash, prepare and process invoices, check requests, field expense vouchers, etc., assuring compliance with budget and reporting requirements.
• Plan and implement special events, ensuring all details are managed and events are executed successfully, on time, and within budget.
• Perform other duties as assigned.

Requirements

• High School diploma or GED.
• Four years of experience in an administrative role.
• An equivalent combination of education and experience may be considered.

Skills

• Excellent verbal and written communication skills, ensuring clarity and effectiveness in all interactions.
• Exceptional relational and customer service skills, building strong connections and providing top-tier service.
• Excellent organizational skills and meticulous attention to detail, ensuring accuracy and efficiency.
• Foundational understanding of clerical procedures and systems, including managing Outlook calendars, email, and recordkeeping.
• Ability to work independently with minimal direction or supervision, demonstrating accountability.
• Acts with discretion, tact, and professionalism in all situations, maintaining confidentiality and integrity.
• Proficiency in using computer systems and software, including basic Windows PC, web browsing (e.g., Chrome, Internet Explorer), and Microsoft Outlook. Knowledge of other Microsoft Office applications, such as Word, Excel, PowerPoint, Teams, and OneDrive is preferred.

Physical Requirements & Work Environment

• Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role.
• Adjusting or moving objects up to 20 lbs in all directions, which may include lifting, carrying, pushing, pulling, or repositioning items as necessary to perform job duties.
• Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods.

Schedule

Monday to Friday, 8 AM - 4:30 PM.

Benefits

• Health, dental, and vision insurance.
• Vacation, sick, and holiday pay.
• 403(b) Retirement Plan with a discretionary employer contribution.
• Tuition advancement.
• Paid parental leave.