Administrative Assistant

ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our "promote from within" culture. We offer professional development, a comprehensive benefits package, a hybrid work model with both remote and in-office work, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

Compensation Package:

• Medical, prescriptions, dental and vision insurance
• Retirement savings plan with company match
• Company-paid and supplemental life insurance
• Flexible spending accounts
• Paid vacation, sick and personal leave
• 11 paid holidays
• Professional development and training
• Tuition reimbursement
• Employee referral bonus program

JOB SUMMARY: The Administrative Assistant provides administrative support to Fortitude DC program and Sr. Program Manager. This position performs varied clerical and administrative tasks under close supervision.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Provide office administrative and clerical support that includes, but not limited to telephone coverage, document copying, collating, filing, etc., for Senior Program Manager and program staff.
• Prepare, proofread, and produce reports and program correspondence for the program.
• Provide support in staff onboarding and exiting management; facilitate movement of necessary hire packet documentation and assist as needed in reference checks and other related activities.
• Assist with the data entry process, the collection of statistical information, and the distribution of information.
• Maintain and update program manual and facility logs.
• Assist with the program or department orientation, prepare the clients' folders and mail out correspondence as needed.
• Enter all Unusual Incident Reports (UIR) into the Catholic Charities UIR database and file incident reports within the required timeframe.
• Process purchase order requisitions in ReQlogic system as instructed by the supervisor.
• Track staff completion of agency and contract required training and collect Certificate of Completion from staff.
• Maintain and manage credentialing tracker following agency protocol.
• Take program vehicles for necessary repairs, maintain the mileage logbook, and sign-up binder for staff.
• Conduct monthly vehicle reviews to ensure vehicles are maintained in compliance with Agency policies and procedures. Monitor the mileage logbook for completion and accuracy. Coordinate necessary repairs including utilizing the facilities, work order system, scheduling, and follow-up. Maintain program's inventory equipment tracker.
• Serve as point of contact and liaison for all internal and external program vendors as needed. Track email and user account forms to ensure staff has access.
• Attend meetings; record and distribute meeting minutes within the assigned timeframe.
• Perform other job-related duties as assigned.

EDUCATION and EXPERIENCE:

• A valid local driver's license and a clean driving record are required.
• High school diploma or GED.
• Two (2) years of work-related experience in an office setting.

SKILLS and COMPETENCIES:

• Communication skills, both verbal and written
• Organizational, time management, problem-solving, and customer service skills
• Ability to handle multiple tasks and prioritize

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)