Title: Administrative Assistant Reports to: Region 1 Director Location: Catholic Charities, Diocese of Venice In Florida Inc. - Sarasota office : 5055 North Tamiami Trl. FL Classification: Hourly/Nonexempt OverviewCatholic Charities, Diocese of Venice, Inc. is committed to providing services to individuals of all races, backgrounds, and beliefs. We offer a variety of housing and social services to individuals, families, and communities across ten counties in Southwest Florida. The Regional Administrative Assistant plays a key role in supporting the Region 1 Director and ensuring seamless operation within the region. This role involves a range of administrative responsibilities carried out in accordance with organizational policies, regulations, and performance standards. Job Responsibilities:
- Provide administrative support to the Regional Director, including clerical tasks, scheduling, and coordination of follow-ups with program staff.
- Answer and direct incoming calls in a professional and friendly manner, assisting callers with service access, appointment scheduling, and routing calls to the appropriate staff.
- Greet and assist clients, community representatives, and visitors in a welcoming and professional manner.
- Organize and coordinate meetings, prepare agendas and minutes, and communicate with agency/committee representatives.
- Manage ordering and inventory of office and program supplies, ensuring timely distribution and organization.
- Prepare check requests for regional office expenses, manage vendor billings, track orders, and ensure credits are processed as necessary.
- Reconcile credit card purchases and receipts, ensuring accuracy and providing necessary documentation.
- Make travel arrangements for the Regional Director and office staff, ensuring efficient booking and coordination for meetings and conferences.
- Draft and disseminate various correspondence, including thank you letters, emails, reports, and meeting minutes.
- Administer documentation related to Financial Assistance Opportunities available to clients, ensuring accuracy and availability.
- Support staff training initiatives, ensure performance evaluations are completed, and compile feedback for program outcomes.
- Participate in professional development opportunities to maintain and enhance skills and knowledge of services.
- Assist with data entry and management of various databases for reporting purposes, collaborating with the Director of Grants.
- Provide support for event committee meetings, including minute-taking, when the Development Coordinator is unavailable.
- Ensure proper maintenance of office equipment at the Sarasota office.
- Coordinate internal and community holiday events as requested.
- Provide back-up coverage as necessary for office operations.
- Perform additional duties as assigned by the Regional Director.
- Associates degree or equivalent in business related field; and
- 1 - 3 years related administrative level clerical experience; or any acceptable combination of education, training, and experience.
- Bilingual in English/ Spanish preferred.
- Must have valid Florida driver's license and maintain agency driving certification; must have access to a reliable, properly insured vehicle for travel.
- Knowledge & Skills:
- Strong understanding of administrative operations, office management, and accounting practices.
- Ability to handle highly confidential information with discretion.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
- Strong organizational skills with the ability to manage multiple priorities and meet deadlines with attention to detail.
- Ability to solve problems, exercise independent judgment, and foster cooperation across various teams.
- Ability to adapt to dynamic work conditions and follow complex instructions.
- Strong interpersonal skills to interact appropriately and sensitively with a diverse client population.