HOC Administrative Assistant
for section headings. Use - for any list of duties/requirements/benefits. Use
for prose.
We must not repeat job title as heading. No Job ID etc.
We need to preserve all substantive information; do not invent or summarize away detail. Remove boilerplate: equal opportunity statement, mission? Actually mission statement "Mission of Catholic Charities Feed the hungry, heal the hurting, welcome the stranger." That's substantive? It's part of posting but maybe considered boilerplate? It's mission statement; could be included under About the role? The instruction: "Prefer a few substantive sections over many thin ones." Could include mission under About the role? But we don't have About the role heading unless we have content. Could combine mission with Job Summary? Probably better to have a section "About the role" containing mission and job summary? But they said use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can have About the role heading with mission and job summary. However they also said "Do NOT repeat the job title as a heading (the page already shows it) and do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it." So we can have About the role with mission and job summary.
But we also have Job Summary paragraph already. Could put mission in About the role then Job Summary as a paragraph under that same section? Or we could have separate sections: About the role (mission) and Job Summary (summary). However they said prefer few substantive sections over many thin ones. So maybe combine mission and job summary into About the role section.
Responsibilities: list of duties.
Qualifications: list of qualifications (education/experience, certificates/licenses, physical abilities, mental & other skills/abilities). Could break into sub-sections? But we only have h3 headings; we could keep one Qualifications section with all details as paragraphs and lists.
We must not create sections with filler like "commensurate with experience". Not needed.
We need to preserve all substantive information: benefits list exactly as given. Let's extract benefits:
- FREE Employee Medical Insurance
- FREE Employee Dental Insurance
- FREE Employee Vision Insurance
- Sick leave (8 hours of paid sick leave per month)
- Vacation (Minimum of 2 weeks paid vacation)
- Discounted health memberships
- Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
- FREE Long-Term Disability Insurance
- FREE Life Insurance
- 13 Paid Holidays
Also mission statement: "Mission of Catholic Charities Feed the hungry, heal the hurting, welcome the stranger."
Job Summary paragraph: "This position provides comprehensive administrative and operational support to the House of Charity shelter. The Administrative Assistant supports the leadership team with day-to-day tasks, scheduling, documentation, communication, purchasing, volunteer coordination, hiring and onboarding support, data tracking, invoice processing, and other functions necessary for effective shelter operations. This position also provides basic technology troubleshooting and support to staff, helps coordinate internal processes, and contributes to a responsive, organized, and mission-focused environment for staff, volunteers, and individuals served."
Responsibilities: many bullet points. Need to preserve each as list items.
Qualifications: includes Education/Experience, Certificates/Licenses, Physical Abilities, Mental & Other Skills/Abilities. We'll need to capture all details.
We must not include boilerplate like EEO statement. Also remove duplicated lines.
Let's craft HTML:
About the role
Mission of Catholic Charities Feed the hungry, heal the hurting, welcome the stranger.
This position provides comprehensive administrative and operational support to the House of Charity shelter. The Administrative Assistant supports the leadership team with day-to-day tasks, scheduling, documentation, communication, purchasing, volunteer coordination, hiring and onboarding support, data tracking, invoice processing, and other functions necessary for effective shelter operations. This position also provides basic technology troubleshooting and support to staff, helps coordinate internal processes, and contributes to a responsive, organized, and mission-focused environment for staff, volunteers, and individuals served.
Benefits
- FREE Employee Medical Insurance
- FREE Employee Dental Insurance
- FREE Employee Vision Insurance
- Sick leave (8 hours of paid sick leave per month)
- Vacation (Minimum of 2 weeks paid vacation)
- Discounted health memberships
- Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
- FREE Long-Term Disability Insurance
- FREE Life Insurance
- 13 Paid Holidays
Responsibilities
- Assists the leadership team with various day-to-day tasks, projects, communications, scheduling, documentation, and other operational support needs as assigned.
- Provides basic technology troubleshooting and support to staff, including assistance with computer, phone, printer, software, database, and other system-related issues; submits and follows up on IT tickets as needed.
- Performs as a team member to assist in achieving positive outcome measures for all HOC programs.
- Manages and orders all necessary office supplies, as well as other supplies as needed.
- Assists the Maintenance Lead with coordination of all necessary services and repairs required.
- Assists with vendor management, including bids.
- Updates the workorder list daily and provides it to maintenance.
- Recruits, screens, onboards, assigns and manages all volunteers, including but not limited to external, internal, community service, and RC volunteers at House of Charity, including leading volunteer groups.
- Coordinates and maintains recordkeeping and files on volunteers, to include tracking volunteer hours and keeping the volunteer database current.
- Tracks and reports data as needed.
- Ensures donations are sorted and organized by OA staff.
- Assists with donation management as needed.
- Coordinates with shelter contacts for excess donation pickup and drop-off.
- Manages all invoices, including coding to appropriate grants and preparing requests for payment.
- Audits client services billing regularly and assists with appropriate data input and coding as needed.
- Plans special staff and volunteer recognition functions and activities.
- Assists with coordinating staff meetings and outings.
- Assists with managing the applicant tracking system to identify potential candidates to fill open positions as needed.
- Schedules interviews for the Director as needed.
- Prepares hiring packets specific to interview needs to support the hiring committee.
- Supports onboarding functions for all staff, including paperwork, tours, technology set up, and other support.
- Tracks and coordinates the required trainings for staff.
- Assists with reviewing all timecards to ensure accurate hours and coding are approved.
- Assists the Director with reviewing all incident reports for accuracy and completion.
- Assists the Director with reviewing submitted IT tickets for appropriateness.
- Ensures data, reporting, and monitoring are complete, submitted, and accurate.
- Assists with auditing, inputting, and correcting the data regularly.
- Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
- Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.
- Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
- Performs related functions necessary to support the mission and core values of Catholic Charities.
Qualifications
Education/Experience: To perform this job successfully, an individual must have a High School Diploma or a General Education Degree. The applicant must also have demonstrated strong organizational, communication, and administrative skills as well as an ability to compassionately interact with individuals experiencing homelessness. Professional office experience strongly preferred. Strong technical aptitude with experience in database platforms, cloud-based productivity tools, and advanced-level Excel skills for data organization and reporting.
Certificates/Licenses: Successfully pass background check applicable to position.
Physical Abilities: To perform this job successfully, an individual must be able to: Regularly sit, stand, climb, walk, hear/listen, talk; Frequently lift up to 50 pounds, pull/push, carry, grasp, reach; Occasionally crawl, stoop, kneel; Clearly see 20+ feet, with or without corrective lenses, ability to focus.
Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the: Adaptability: ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation. Analytical Ability: ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data. Attendance: ability to consistently arrive and be able to work as scheduled. Ability to work night and weekend shifts as needed. Computer/Technical Ability: working knowledge of: Word Processing software, Spreadsheet software, Internet software. Ability to type 50 words per minute. Dependability: ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary. Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics. Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions. Language Ability: ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization. Mathematical Ability: ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Motor Coordination: the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements. Problem Solving Ability: ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature. Quality Management: ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others; ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work. Reasoning Ability: ability to apply common sense understanding to carry out instructions furnished in written
for prose. We must not repeat job title as heading. No Job ID etc. We need to preserve all substantive information; do not invent or summarize away detail. Remove boilerplate: equal opportunity statement, mission? Actually mission statement "Mission of Catholic Charities Feed the hungry, heal the hurting, welcome the stranger." That's substantive? It's part of posting but maybe considered boilerplate? It's mission statement; could be included under About the role? The instruction: "Prefer a few substantive sections over many thin ones." Could include mission under About the role? But we don't have About the role heading unless we have content. Could combine mission with Job Summary? Probably better to have a section "About the role" containing mission and job summary? But they said use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can have About the role heading with mission and job summary. However they also said "Do NOT repeat the job title as a heading (the page already shows it) and do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it." So we can have About the role with mission and job summary. But we also have Job Summary paragraph already. Could put mission in About the role then Job Summary as a paragraph under that same section? Or we could have separate sections: About the role (mission) and Job Summary (summary). However they said prefer few substantive sections over many thin ones. So maybe combine mission and job summary into About the role section. Responsibilities: list of duties. Qualifications: list of qualifications (education/experience, certificates/licenses, physical abilities, mental & other skills/abilities). Could break into sub-sections? But we only have h3 headings; we could keep one Qualifications section with all details as paragraphs and lists. We must not create sections with filler like "commensurate with experience". Not needed. We need to preserve all substantive information: benefits list exactly as given. Let's extract benefits: - FREE Employee Medical Insurance - FREE Employee Dental Insurance - FREE Employee Vision Insurance - Sick leave (8 hours of paid sick leave per month) - Vacation (Minimum of 2 weeks paid vacation) - Discounted health memberships - Retirement (Employer contribution - 3% contribution and an additional 3% employer match) - FREE Long-Term Disability Insurance - FREE Life Insurance - 13 Paid Holidays Also mission statement: "Mission of Catholic Charities Feed the hungry, heal the hurting, welcome the stranger." Job Summary paragraph: "This position provides comprehensive administrative and operational support to the House of Charity shelter. The Administrative Assistant supports the leadership team with day-to-day tasks, scheduling, documentation, communication, purchasing, volunteer coordination, hiring and onboarding support, data tracking, invoice processing, and other functions necessary for effective shelter operations. This position also provides basic technology troubleshooting and support to staff, helps coordinate internal processes, and contributes to a responsive, organized, and mission-focused environment for staff, volunteers, and individuals served." Responsibilities: many bullet points. Need to preserve each as list items. Qualifications: includes Education/Experience, Certificates/Licenses, Physical Abilities, Mental & Other Skills/Abilities. We'll need to capture all details. We must not include boilerplate like EEO statement. Also remove duplicated lines. Let's craft HTML:
About the role
Mission of Catholic Charities Feed the hungry, heal the hurting, welcome the stranger.
This position provides comprehensive administrative and operational support to the House of Charity shelter. The Administrative Assistant supports the leadership team with day-to-day tasks, scheduling, documentation, communication, purchasing, volunteer coordination, hiring and onboarding support, data tracking, invoice processing, and other functions necessary for effective shelter operations. This position also provides basic technology troubleshooting and support to staff, helps coordinate internal processes, and contributes to a responsive, organized, and mission-focused environment for staff, volunteers, and individuals served.
Benefits
- FREE Employee Medical Insurance
- FREE Employee Dental Insurance
- FREE Employee Vision Insurance
- Sick leave (8 hours of paid sick leave per month)
- Vacation (Minimum of 2 weeks paid vacation)
- Discounted health memberships
- Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
- FREE Long-Term Disability Insurance
- FREE Life Insurance
- 13 Paid Holidays
Responsibilities
- Assists the leadership team with various day-to-day tasks, projects, communications, scheduling, documentation, and other operational support needs as assigned.
- Provides basic technology troubleshooting and support to staff, including assistance with computer, phone, printer, software, database, and other system-related issues; submits and follows up on IT tickets as needed.
- Performs as a team member to assist in achieving positive outcome measures for all HOC programs.
- Manages and orders all necessary office supplies, as well as other supplies as needed.
- Assists the Maintenance Lead with coordination of all necessary services and repairs required.
- Assists with vendor management, including bids.
- Updates the workorder list daily and provides it to maintenance.
- Recruits, screens, onboards, assigns and manages all volunteers, including but not limited to external, internal, community service, and RC volunteers at House of Charity, including leading volunteer groups.
- Coordinates and maintains recordkeeping and files on volunteers, to include tracking volunteer hours and keeping the volunteer database current.
- Tracks and reports data as needed.
- Ensures donations are sorted and organized by OA staff.
- Assists with donation management as needed.
- Coordinates with shelter contacts for excess donation pickup and drop-off.
- Manages all invoices, including coding to appropriate grants and preparing requests for payment.
- Audits client services billing regularly and assists with appropriate data input and coding as needed.
- Plans special staff and volunteer recognition functions and activities.
- Assists with coordinating staff meetings and outings.
- Assists with managing the applicant tracking system to identify potential candidates to fill open positions as needed.
- Schedules interviews for the Director as needed.
- Prepares hiring packets specific to interview needs to support the hiring committee.
- Supports onboarding functions for all staff, including paperwork, tours, technology set up, and other support.
- Tracks and coordinates the required trainings for staff.
- Assists with reviewing all timecards to ensure accurate hours and coding are approved.
- Assists the Director with reviewing all incident reports for accuracy and completion.
- Assists the Director with reviewing submitted IT tickets for appropriateness.
- Ensures data, reporting, and monitoring are complete, submitted, and accurate.
- Assists with auditing, inputting, and correcting the data regularly.
- Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
- Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.
- Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
- Performs related functions necessary to support the mission and core values of Catholic Charities.
Qualifications
Education/Experience: To perform this job successfully, an individual must have a High School Diploma or a General Education Degree. The applicant must also have demonstrated strong organizational, communication, and administrative skills as well as an ability to compassionately interact with individuals experiencing homelessness. Professional office experience strongly preferred. Strong technical aptitude with experience in database platforms, cloud-based productivity tools, and advanced-level Excel skills for data organization and reporting.
Certificates/Licenses: Successfully pass background check applicable to position.
Physical Abilities: To perform this job successfully, an individual must be able to: Regularly sit, stand, climb, walk, hear/listen, talk; Frequently lift up to 50 pounds, pull/push, carry, grasp, reach; Occasionally crawl, stoop, kneel; Clearly see 20+ feet, with or without corrective lenses, ability to focus.
Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the: Adaptability: ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation. Analytical Ability: ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data. Attendance: ability to consistently arrive and be able to work as scheduled. Ability to work night and weekend shifts as needed. Computer/Technical Ability: working knowledge of: Word Processing software, Spreadsheet software, Internet software. Ability to type 50 words per minute. Dependability: ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary. Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics. Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions. Language Ability: ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization. Mathematical Ability: ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Motor Coordination: the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements. Problem Solving Ability: ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature. Quality Management: ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others; ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work. Reasoning Ability: ability to apply common sense understanding to carry out instructions furnished in written