What are the responsibilities and job description for the Program Administrative Assistant position at Catholic Diocese of Venice?
Title: Program Administrative Assistant
Reports to: Program Manager
Location: Our Mother's House | Venice, FL
Classification: Hourly/Nonexempt
Overview
Catholic Charities Diocese of Venice, Inc. provides services to people of all races, backgrounds and beliefs. We offer a variety of housing and social service programs to individuals, families, and communities across ten counties in Southwest Florida. The Program Administrative Assistant assists the Program Manager in the effective and efficient operation of client services and program delivery. Performs administrative and office support activities for the Program Manager and other office personnel.
Responsibilities
- Answering telephone calls, receiving, and directing visitors, creating spreadsheets and presentations, filing, and faxing
- Ensure prompt mailing of the monthly appeal letter if applicable
- Completion of thank you letters in a timely manner
- Prepare emergency assistance payments for clients
- Assists the Program Manager in maintaining accurate financial records, including bank deposits, donations, and check requests
- Maintains inventory of office supplies and prepares orders for Program Manager approval
- Assumes responsibility for the completion and timely submission of required reports to supervisors and other agencies as required. All reports are reviewed and approved by Program Manager before submission
- Greets clients, uses client tracking system, and makes appointments as needed
- Assists Program Manager in screening, orientation, training, support, and coordination of volunteers through the volunteer management system
- Works harmoniously with staff, supervisors, volunteers, community partners and the public to ensure that Catholic Charities provides high quality social services to the community
- Maintains professional boundaries with staff, volunteers, and clients
- Treats staff, volunteers and clients with respect and dignity at all times
- Assists Program Manager in maintaining positive relationships with funding groups, regulatory and community agencies
- Other duties as assigned.
Qualifications:
- High School Diploma required (Associates Degree preferred)
- Bilingual in English/ Spanish preferred
- Experience working with minority and disadvantaged populations
- Well-developed written and verbal communication skills
- Demonstrates knowledge of data base management programs and Microsoft Office
- Highly organized and perform multiple tasks simultaneously
- Ability to successfully pass Level II FDLE Background Check