ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our "promote from within" culture. We offer professional development, a comprehensive benefits package, a hybrid work model with both remote and in-office work, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

Our Benefits:

• Medical, prescriptions, dental and vision insurance
• Retirement savings plan with company match
• Company-paid and supplemental life insurance
• Flexible spending accounts
• Paid vacation, sick and personal leave
• 11 paid holidays
• Professional development and training
• Tuition reimbursement
• Employee referral bonus program
• Flexible work arrangements
• Clinical supervision for licensed social workers and counselors

JOB SUMMARY: The Administrative Assistant provides administrative support to the Day Program, Hypothermia, and the Program Director. This position performs varied clerical and administrative tasks and is responsible for office support duties under close supervision.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Provides office administrative and clerical support that includes, but not limited to telephone coverage, document copying, collating, filing, etc., for Day Program, and hypothermia as needed.
• Prepares, proofreads, and produces reports and program correspondence.
• Assists with the data entry process, the collection of statistical information and the distribution of information.
• Assists with program or department orientation, prepares the clients' folders and mails out correspondence as needed.
• Enter all Unusual Incident Reports (UIR) to Catholic Charities UIR database and files incident reports within the required timeframe.
• Tracks and summarizes UIR reports monthly by type and number of UIR to inform program of trends in UIR.
• Processes purchase order requisitions in ReQlogic system as instructed by supervisor.
• Tracks staff completion of agency and contract required trainings and collects Certificate of Completion from staff.
• Submits all collected certificate of completion to Professional Development Department (PDD) and files onsite copy for record.
• Manages annual and biannual renewal requirements for program staff as well as maintaining records for compliance.
• Tracks email and user account forms to ensure staff have access.
• Knowledge of proper spelling, grammar, and sentence structure to ensure written materials prepared are complete, succinct, and free of errors.
• Ability to operate job related equipment including the use of basic computer programs and systems to effectively carry out the duties of the position.
• Enhances the client environment by creating a hospitable and customer-oriented facility.
• Attends meetings; records and distribute meeting minutes within expected timeframe.
• Performs all other job-related duties as assigned. Performs all other job-related duties as assigned.

EDUCATION and EXPERIENCE:

• High School diploma or GED required.
• Two (2) years of work-related experience in an office setting.
• Proficiency in Homeless Management Information System (HMIS); DHS UIR database and Outlook in the Office 365 Suite.
• A valid local driver's license and a clean driving record required.

SKILLS and COMPETENCIES:

• Extensive computer knowledge and skills. Excellent organizational and communication skills/telephone skills. Excellent problem-solving skills.
• Able to work well in a multi-disciplinary environment. Ability to handle multiple tasks and prioritize.
• Ability to operate job related equipment including the use of basic computer programs and systems to effectively carry out the duties of the position. Skill to read and comprehend job-related materials and documents.