Administrative Assistant

Description

We are Hiring!

Job Posting: Administrative Assistant

Location: Rochester, NY

Department: Safety & Security

Employment Type: Full-Time

Schedule: M-F, 37.5 hours

Salary: $/hr.

As a regional agency of Catholic Charities of the Diocese of Rochester, Catholic Charities Family and Community Services (CCFCS) has been serving our community for over 100 years. We walk with people when they are at their most vulnerable as they journey toward independence to reach their full human potential, advocate for those in need throughout all stages of life; and work in partnership with faith communities of all denominations and those who are committed to addressing local needs.

If you’re looking for an opportunity to express and explore your passion for helping others, then join a team that truly makes a difference DAILY, in people's lives. Don't miss out on being a part of something special!

The Administrative Assistant for Safety & Security Services, under the direction of the Director of Safety & Security Services, provides administrative, operational, and records management support for agency-wide security functions. This position assists with scheduling, communications, documentation, and departmental coordination while maintaining accurate records related to mass notification systems, facility access permissions, key control logs, and security activity tracking. The Administrative Assistant does not issue credentials, keys, or system access, but is responsible for documenting and maintaining the official records of those activities.

Effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma-informed care environment.

• Provides administrative support including filing, scanning, correspondence, scheduling, report preparation, and general departmental documentation.
• Coordinates department meetings, safety training, and security-related site visits including logistics, calendars, communications, and materials.
• Maintains organized electronic filing systems and SharePoint repositories for the Safety & Security Services Department.
• Prepares and maintain security-related logs, reports, tracking databases, and documentation files as assigned.

• Maintains records associated with the agency’s mass alert and notification system, including user status tracking, department enrollment documentation, and administrative change records as provided by authorized system administrators.
• Maintains records of access control badge assignments including documentation of issuance, permission level changes, and deactivations entered by authorized personnel.
• Maintains and audit key distribution logs to ensure accurate documentation of who issued, received, returned, or replaced keys.
• Maintains documentation related to incident reporting, corrective actions, and follow-up record retention.
• Supports the secure storage and confidentiality of all safety and security records.

• Supports staff onboarding documentation related to credentials and access paperwork processing (without issuing credentials).
• Assists with scheduling vendors and service appointments as needed.
• Maintains office supply inventory and ordering for the department.
• Participates in department and agency meetings and trainings as required.
• Maintains the highest level of confidentiality and comply with all safety, privacy, and compliance requirements.
• Provides general administrative back‑up support to the Safety & Security Services Department as needed.
• Performs other duties as assigned.
• Participates in relevant Agency meetings and/or trainings.
• Actively pursues development of professional competencies related to job performance through reading, supervision, in‑service training and attendance at conferences and workshops.
• Awareness and active support of the Agency's Mission, Vision, Values and Strategic Plan. Including, but not limited to, supporting the Agency's Core Competency initiatives of being Collaborative and Community Focused, Innovative and Entrepreneurial, and Culturally Competent and…