Position Summary:

This is a non-exempt position responsible for organizational/clerical duties of the office. This position is for an assertive candidate with excellent communication skills able to assist the program the organizational/clerical duties of the office. The administrative assistant is responsible for collaborating with accounts payable, property management, risk and compliance. Activities completed shall be in accordance with agency policy and procedures, federal, state and local laws, accreditation standards, other regulatory guidelines and tenants of the Catholic Faith. Incumbent in this position demonstrates sensitivity to the service population’s cultural and socioeconomic characteristics.

Duties and Responsibilities:

Administrative Duties

Notify staff of consumer’s arrival.
Performs routine office clerical duties: retrieving, sorting, and delivering mail daily, typing, filing, copying, faxing as needed or requested
Answer telephones
Orders and monitors supplies and equipment.

Accounts Payable

Review and prepare Purchase Orders into the Micro System
Submit purchase orders and invoices to Program Director for approval and signature
Furnish signed invoice to Central Office for payment
Maintain accurate filing of invoice
Interact with vendors

Property Management

Assist screening potential tenants/consumers to determine eligibility for program services
Responsible for data entry in required databases.
Assists with ensuring that all clients’ records are properly maintained in compliance with regulatory requirements.
Assists in collection, track and record of rent and program fees.
Prepares deposit slip of program fees for verification and deposit by Program Director.
Provide referrals services to clients as needed.

Risk, Compliance and Reporting

Performs PQI functions as assigned by Supervisor.
Participates with ongoing safety inspections
Participates monthly in the fire drill
Timely and accurately submit Unusual Incident Reports and include all relevant documentation required by regulatory bodies.
Must be available to work beyond your regular schedule in crisis situations or if there is a declared agency emergency.

Additional Duties

Communicate any problem/concern of the program to Program Director in a timely manner
Performs other duties as assigned by the Supervisor
Complete all required trainings as per Regulatory guidelines and other trainings as requested by supervisor.

Physical Demands:

The work is usually sedentary, but may require long periods of standing, walking and /or bending and some light lifting. The work is mostly performed in a secure office setting.

Educational & Experiential Requirements:

High school diploma or GED
Minimum one year experience.
Moderate to strong computer skills, specifically in Excel and Microsoft Office Applications
Excellent oral and written communications skills

Reporting to this position:

Job Type: Full-time

Pay: $18.21 per hour

Benefits:

401(k) matching
Dental insurance
Employee assistance program
Health insurance
Health savings account
Paid time off
Retirement plan
Vision insurance

Schedule:

8 hour shift
Weekends as needed

Application Question(s):

Do you have moderate to strong computer skills, specifically in Excel and Microsoft Office Applications?

Education:

High school or equivalent (Required)

Experience:

Administrative: 1 year (Required)

Work Location: In person

Catholic Charities Archdiocese of Miami

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Administrative Assistant