Gallagher Services supports adults with intellectual and developmental disabilities in living the life of their choice. They are supported in living, working, and being involved in the community as independently as possible.

Catholic Charities of Baltimore, Gallagher Services is currently seeking a Senior 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: Mon-Fri either 8a-4p

JOB DUTIES & RESPONSIBILITIES:
• Independent judgment to plan, prioritize, and organize diversified workload.
• Recommends changes in office practices or procedures.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares
written summaries of data and/or statistics when needed.
• Monitors and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
• Prepares schedules and agendas for meetings.
• Schedules, coordinates, and tracks information for managers and their staff.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintains a system for recording expenses and the use of petty cash, prepares and processes invoices,
check requests, field expense vouchers, etc.
• Planning, coordination and implementation of special events.
• Prepares and gathers all necessary materials for the leader, in preparation for each day’s events. This
includes, but not limited to, meeting materials, presentation materials, reports, etc.
• Composes, proofs and distributes correspondence and other written materials, such as meeting minutes,
announcements, thank you letters, general correspondence, etc.
• Researches, plans, coordinates and implements special projects and events as requested. Ownership for
finding viable solutions and outcomes.
• Supports leader’s activities by preparing and sending announcements, coordinating registration, copying
materials and ordering/setting-up refreshments.
• Delivers contracts and other important correspondence or materials to appropriate recipients.
• Assists in preparation and accountable for reporting and maintains files for Division’s grant/contract
agreements (electronically and/or hard copy).
• Routes documents for appropriate approval and signatures.
• Identifies potential scheduling conflicts and recommends solutions.
• Assists with the preparation and monitoring of Capital Budget requests.
• Attends and participates in workshops, seminars, etc. as needed.
• Performs other duties as assigned.

PROGRAM SPECIFIC DUTIES:
• Supports office operations by ordering supplies, maintaining office equipment, shredding, etc.
• Assists the Quality Assurance team by following up with managers on quality assurance action
plans and deliverables.
• Collaborate with the management team to ensure recommended changes from the regulating
entity are completed in a timely manner.
• Complete regulating entity (OHCQ and DDA) renewal application by deadline.
• Order supplies and refreshments for program events and training.
• Attend meetings, take minutes, and distribute to appropriate parties.
• Schedules leadership team for required training.
• Enter data into the portal for personal outcomes measures (POM) for the people supported.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
EDUCATION & EXPERIENCE REQUIREMENTS:
• Associate Degree in a business-related field.
• Five years of administrative experience or an equivalent combination of education and experience.

REQUIRED SKILLS & ABILITIES:
• Advanced knowledge of clerical procedures and systems such as managing Outlook calendar, email,
and recordkeeping.
• Excellent verbal, written communication skills, organizational skills, and attention to detail.
• Excellent relational and customer service skills.
• Ability to work with minimal direction or supervision.
• Basic knowledge of Finance, Human Resources and IT processes and procedures.
• Ability to act with discretion, tact, and professionalism in all situations.
• Requires the ability to utilize computer systems and software necessary to perform position
responsibilities. Basic Windows PC, web browsing (i.e. Chrome, Internet Explorer, etc.), and Microsoft
Outlook skills required. Other Microsoft Office application knowledge, such as Word, Excel
PowerPoint, Teams, Box, and OneDrive desired.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:
• Sedentary work that primarily involves sitting/standing.
• Moving about to accomplish tasks or moving from one work site to another.
• Communicating with others to exchange information.
• Repeating motions that may include the wrists, hands, and/or fingers.
• Hearing and vision abilities within normal range (corrected) to drive safely and to observe and
communicate with others.

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