Summary/Objective: The Administrative Assistant under the supervision of the Director of Finance of COFA, performs a wide variety of secretarial functions and services in the department requiring interpretations and explanations of established policies and procedures. The Administrative Assistant is responsible for the proper distribution of records and correspondence to the appropriate staff members, for handling financial and personnel records, routine inquiries, appointments and correspondence. The Administrative Assistant must be able to work independently and as a team member within the department. This person must be able to handle sensitive information with discretion and maintain confidentiality.
Essential Functions:
- Familiar with Microsoft Office, including Word, Excel, PowerPoint, and other software (Adobe)
- Provide administrative support to Director of Finance and team members including research and assisting with special projects.
- Review and edit written material for correct grammar, punctuation and spelling.
- Ability to work under pressure, with interruptions, to meet deadlines.
- Prepare financial reports and records of a technical nature; assist with statistical data; prepares special and annual reports as required.
- Answer inquiries about policies, procedures and regulations relating to various responsibilities overseen by the department.
- Assist with the preparation of data necessary to generate financial statements and reports.
- Notarize documents when necessary.
- Perform functions involving banking, risk insurance, etc.
- Maintain both physical and electronic office files for easy accessibility.
- Schedule and plan meetings, including Zoom and Teams meetings.
- Other duties may be assigned.
In addition to the above requirements, it is also your obligation as an employee to understand and uphold the mission, charism, values and language of the Sisters of Charity of Nazareth.
SCN Mission Statement: We Sisters of Charity of Nazareth are an international Congregation impelled by the love of Christ in the tradition of Vincent de Paul and Louise de Marillac and the pioneer spirit of Catherine Spalding. Embracing intercultural relationships, we and our Associates commit ourselves to care for all creation and to work for peace and justice in solidarity with oppressed and marginalized peoples.
Qualification Requirements: To perform this job, the individual must be able to perform each essential duty satisfactorily. The requirements listed represent knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies:
- Ethical Conduct
- Confidentiality
- Technical Capacity
- Time Management
- Organization
- Communication Proficiency
- Professionalism
- Flexibility
Supervisory Responsibility: This position has no supervisory responsibilities.
Education/Experience: Associate’s Degree in Business or related field with emphasis in Accounting. This person must have at least three years of office experience, preferably in a public-oriented or service organization. The Administrative Assistant needs knowledge of accounting functions. Excellent verbal and written communication skills. Proficient in Microsoft Office applications and Adobe. Ability to take accurate notes of meetings and prepare accurate meeting minutes.
Licenses/Certificates: Must have valid driver's license and ability to be bonded. Active notary, or the ability to acquire notary certificate.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This is largely a sedentary role; however, you may be required to open filing cabinets and bend or stand as necessary. This position requires standing, walking, bending and kneeling. The employee may frequently lift and/or move items up to 15 pounds.
Work Environment: This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, laptops and smartphones.
Position Type/Expected Hours of Work: This is a Full-Time position. Hours of work are Monday through Friday, 8:00 a.m. to 2:30 p.m., 30 hours per week.
Travel: Travel is primarily local during the business day.
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