Administrative Assistant - Part-Time

Catholic Charities of the Archdiocese of Newark is one of New Jersey's largest non-profit social service agencies with programs and facilities serving Bergen, Essex, Hudson, and Union counties.

We are currently seeking a Part-Time Administrative Assistant to join our Supportive Visitation Services program located in Union City, NJ.

JOB DESCRIPTION:

• Regularly attend workin conformance with the work schedule designated by the supervisor
  
  Manage and file documentation of program records
  
  Operate and coordinate the management information system
  
  Maintain accounting and budget records
  
  Perform clerical and administrative activities such as filing and handling calls, including the coordination of communication between staff and persons served
  
  Prepare requests for payment on all the department's purchases, transportation, reimbursements, and other miscellaneous expenses
  
  Process billing forms and assist staff in billing process
  
  Perform secretarial duties as required in a competent fashion
  
  Maintain and order sufficient inventory of office supplies
  
  Perform record keeping functions such as scheduling of vacation time
  
  Schedule appointments, confirms meetings, and maintain calendar
  
  Process incoming and outgoing mail/data
  
  Prepare budget information as requested and maintain record of expenditures
  
  Prepare time sheets for supervisory review
  
  Ensure confidentiality is maintained through the securing of confidential information and performing work duties in a manner that protects against disclosure unless authorization has been given for such disclosure
  
  Monitor the environment of care to ensure common areas/client reception areas remain neat and orderly
  
  Resolve and report safety concerns or hazards immediately upon observation as per program or building protocols
  
  Ensure sign in/sign out protocols are maintained for clients, visitors, vendors, and staff and that such protocols conform with the facilities risk management plan
  
  Perform any other duties and responsibilities requested by the supervisor

SCHEDULE:

• M-F 10AM-2PM or 8AM-6PM; Hours may vary

JOB REQUIREMENTS:

• A high school diploma preferred, but not required.

• Ability and willingness to establish and maintain a harmonious working relationship with clients, staff, professional community contacts, and the public. Good computer skills and knowledge of common software programs. Good communication skills
• Ability to integrate and be effective as a member of the team. Ability to be flexible. Time management and organizational skills

• Good interpersonal skills. Good customer service skills. Knowledge of compliance with confidentiality concerns and HIPAA regulations. Ability to ensure the privacy and security of the program and client information

Visit our website ccannj.com

CURRENT EMPLOYEES:

• Please be advised that current employees applying to open positions within the Agency are required to fill out an Agency Internal Job Application Form which is available for download to all employees on HR's public folders in Outlook. Please forward the completed form to HR via email to the agency email address indicated at the end of the application form.

AGENCY MISSION:

• In response to the Gospel of Jesus Christ, Catholic Charities, as a ministry of the Archdiocese of Newark, serves the poor and marginalized and advocates for their needs in order to promote the inherent dignity and worth of all people without regard to race, religion, or culture.