Administrative Assistant - IG Center

Payrate: $18.00 per hour

Catholic Charities of Baltimore is currently seeking an Administrative Assistant who will facilitate the efficient operation of the assigned area by performing a variety of clerical and administrative tasks.

The work schedule requires flexibility (rotating schedule - Monday
-Sunday - 7am-3:30pm (EARLY) /9am-5pm (MID) /11am-7pm (LATE).

Sample

Schedule:

SUN - OFF | MON - EARLY | TUES - LATE | WED- MID | THURS - EARLY | FRI - EARLY | SAT - OFF

The Intergenerational Center will provide a range of programs and opportunities for people of all ages and entire families in one central, state-of-the art facility. The Intergenerational Center will feature and offer:
Early Head Start and Head Start education, gathering spaces for community groups, a start-of the art recreation center, workforce development services, a community health clinic, behavioral health and substance abuse services, playgrounds and more. As an Intergenerational Center, our programs will be designed to foster engagement across generations, so that people of all ages can learn and benefit from one another.

JOB

DUTIES & 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, makes sure 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 confirmed 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 coordinates maintenance of office equipment, assuring availability and operational functionality of necessary resources.

* Maintain a system for recording expenses and the use of petty cash, prepares and processes 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.

Program

Specific Duties :

* Assists clients with registration and check-in for building activities via the Community Pass portal, ensuring accurate records and smooth participation.

* Manages building calendar and space reservations, ensuring efficient use of community and meeting rooms while maintaining secure access through key card oversight.

* Promotes building events and services, increasing community engagement and awareness of available resources.

* Manages partner requests for posting event flyers and materials in shared building spaces, ensuring organized, appropriate, and visible communication.

EDUCATION & EXPERIENCE REQUIREMENTS:

* High School diploma or GED.

* Four years of experience in an administrative role.

* An equivalent combination of education and experience may be considered.

REQUIRED SKILLS & ABILITIES:

* Demonstrates excellent verbal and written communication skills, ensuring clarity and effectiveness in all interactions.

* Exhibits exceptional relational and customer service skills, building strong connections and providing top-tier service.

* Displays excellent organizational skills and meticulous attention to detail, ensuring accuracy and efficiency.

* Possesses a foundational understanding of clerical procedures and systems, including managing Outlook calendars, email, and recordkeeping.

* Demonstrates accountability by working independently, requiring minimal direction or supervision.

* Acts with discretion, tact, and professionalism in all situations, maintaining confidentiality and integrity.

* Requires proficiency in using computer systems and software to perform job function, including but not limited to, basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook. Knowledge of other Microsoft Office applications, such as Word, Excel PowerPoint, Teams, and One Drive 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…