Description
MISSION STATEMENT: The mission of St. Vincent de Paul CARES is to alleviate pain and suffering, in a spirit of justice and charity, through person-to-person involvement.
SUMMARY: The SSVF Administrative Assistant provides office services by implementing administrative systems, procedures, and policies. This position will also provide general administrative and clerical support including mailing, scanning, faxing, and copying to management of all projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES: (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at this time)
• Maintain an electronic and hard copy filing system
• Open, sort and distribute incoming correspondence
• Perform data entry and scan documents
• Manage the calendar for Program Manager when necessary
• Assist in resolving any administrative problems
• Assist with answering questions from customers/public regarding SSVF services
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Schedule and coordinate meetings, appointments and travel arrangements for Managers
• Maintain the office supplies for department
OTHER RESPONSIBILITIES:
• Complies with all applicable training requirements
• Complies with all company safety, personnel and operational policies and procedures
• Complies with work schedule to ensure effective operations of Agency programs
• Contributes positively as a member of a productive and cooperative team
• Performs other duties as necessary to fulfill the St. Vincent de Paul CARES Mission
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)
• Able to speak, write and understand English
• Possess basic computer skills
• Must be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groups
• Flexible work schedule including evenings, nights, weekends and holidays
• Ability to set appropriate limits, work under deadlines and multi-task
• Ability to organize, prioritize, self-motivate, and deliver results
• Excellent communication and listening skills
• Possess strong work ethics
• Successfully pass Law Enforcement background screening
• Valid Florida driver’s license if driving an agency vehicle or a personal vehicle for company business
• Must have reliable transportation
• Participates in Agency Performance Quality Improvement (PQI) program and Accreditation/ Reaccreditation process
• Mission driven attitude supplemented with integrity and passion
• Adherence to the highest ethical standards, personally and professionally
• A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance
• Evidence of deep alignment with the St. Vincent de Paul CARES Mission and Values
ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)
• Must be able to multi-task
• Must be able to keep all program and client information under strict confidence
• Must be able to follow through to completion on projects with strict deadlines
• Ability to prioritize projects and strong problem-solving skills
• Good research skillsets with strong attention to detail
EDUCATION AND EXPERIENCE: (Pending on position and if prior to hire is approved by Chief Executive Officer, a comparable amount of training, education or experience may be substituted for the minimum education qualifications)
• Associates or bachelor’s degree is required for this position
• At least two years of hands on administrative support experience
• Proficiency in MS Word, Excel, and Outlook
• Knowledge of operating standard office equipment
• Excellent communication skills, both written and verbal
