Administrative Assistant

ST VINCENT DE PAUL BREMERTON

JOB DESCRIPTION FOR ADMINISTTATIVE ASSISTANT 

Summary:
The Admin Assistant is responsible for daily office & clerical tasks for the Director of Finance & Human Services. The Admin Assistant handles incoming and outgoing telephone calls, and assists with day-to-day administration tasks in a timely manner. 
Qualifications:
Must support and model to residents, clients and staff members, the guiding principles of the St. Vincent de Paul (SVDP) Mission and Vision.
Professional phone etiquette and client communication.  
Incumbent must have a personal self-care routine that will contribute to a professional and healthy work culture; supporting compassion, accountability, open communication and respect.  
Must have the ability to cope well with stress and not “buy into” the crises of clients and to see crises as a therapeutic opportunity to assist clients in creating change for themselves and their families.  
Have the ability to communicate well; both orally and in writing and to document information clearly.  

Comfortable and confident with technology including Microsoft programs, Outlook, Zoom, Teams, and Excel. Ability to operate and troubleshoot hardware such as computers, laptops, and printers/scanners.

Ensures follow through on high priority tasks and organizes workload efficiently. 

Incumbent must sign an oath of permanent confidentiality covering all financial and client related information.
Responsibilities:

• · Checks voicemails daily and returns client phone calls. Makes calls on behalf of Director of Finance & Human Services as well as Executive Director.
  
• · Utilizes email to communicate with clients, vendors and parrners. Handles meeting scheduling and Outlook Calendars. 
  
• · Assists front desk volunteers in communicating with clients regarding assistance requests, AO communications and food bank services when needed. Occasionally provides back up to front desk when needed for meal breaks. 
  
• · Monitors office supplies, May assist with supply ordering. Ensures office operates smoothly. 
  
• · Generates monthly reports of Human Services department's. 
  
• · Calculates monthly donations, volunteer hours, and food program donations when needed.
  
• · Assists Director of Finance & Human Services with volunteer and staff communications concerning both Food Bank and Shelter.
  
• · May be asked to run errands.
  
• · Assists Director of Finance & Human Services with grant reimbursement requests by providing support in printing, copying and filing paperwork appropriately.  
  
• · Communicates regarding any facility or operational issues and/or concerns. Tracks maintenance, key logs, and more digitally. 
  
• ·Assists in the oversight of food bank lobby and client flow to ensure compliance with SVdP rules and safety procedures.
  
• · Must be willing to perform other duties as assigned in Food Bank and Shelter.