Administrative Assistant - ODB (FT)

Administrative Assistant

• ODB (FT) Catholic Charities of Baltimore
• 3.2 Baltimore, MD Job Details Full-time $18
• $21 an hour 22 hours ago Benefits Paid parental leave Paid holidays Dental insurance Parental leave Vision insurance 403(b) Qualifications Meeting minutes Record keeping Computer operation Microsoft Excel Customer relationship building Microsoft Outlook Phone communication Event coordination Expense management Computer literacy Writing skills Greeting customers Data reporting Mid-level Windows Administrative experience High school diploma or GED Invoice payment processing Financial record maintenance Organizational skills Microsoft Teams Clerical experience Managing executive calendars 4 years Travel scheduling Communication skills Technical Proficiency File organization Client interaction via phone calls

Full Job Description Payrate:

$18.00

• $21.00 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 is 3 Weekdays (TBD) 8:30 AM
• 4:30 PM and Saturday
• Sunday 8:30 AM
• 4:30 PM.

For over 35 years, Our Daily Bread Employment Center has offered daily hot meals, case management, job training, and employment counseling to Baltimore City residents. We believe access to healthy food is a human right and a collective responsibility. Meeting this need demands sustained commitment from staff, volunteers, donors, and the wider community and every one of us plays an integral role.

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.

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 OneDrive 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 associated with the role. Adjusting or moving objects up to 20# in all directions, which may include lifting, carrying, pushing, pulling, or repositioning items as necessary to perform job duties. Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties. We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to: Health/Dental/Vision Vacation/sick/holiday pay 403(b) Retirement Plan with a discretionary employer contribution Tuition Advancement Paid Parental Leave Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise. Catholic Charities is an equal opportunity employer