Administrative Assistant

at  Catholic Charities Community Services

SUMMARY:

Alianza Youth Services is a non-profit division of Catholic Charities Community Services which strives to strengthen academic achievement, health & wellness, artistic expression and employment access to young people. Our goal is to provide youth between the ages of 14 - 21 with focused civic-engagement, work-readiness and paid opportunities. This position will provide essential clerical and administrative support to the Program Director and assist with various projects to ensure efficient operations.

Duties and Responsibilities:

• Work closely with the Youth Employment Programs Director in the coordination of program operations, administrative tasks, and assisting with various projects throughout the year.
• Handle the Directors Outlook Calendar to schedule internal and external meetings.
• Receive and manage incoming calls, arrange conference calls, etc.
• Track and maintain expenditures for Director and Youth Employment Programs activities in coordination with fiscal team;
• Process all invoices for payment through the check request process according to the fiscal guidelines
• Reconcile and submit personal expenses reports for Director and Youth Employment Programs team members;
• Maintain filing system of department paperwork and relevant program documentation;
• Maintain, distribute and keep track of all program metro cards, gift cards, petty cash, etc.
• Work closely with Youth Employment Programs team to ensure program data, lists, and information is current;
• Assist with all contract, foundation, and funding program reports, statistics, data, etc.
• Coordinate orders for office, program supplies and equipment;
• Maintain equipment and other relevant inventory list or assist with up-keep of systems;
• Coordinate with IT and/or Database Manager on program/staff equipment repairs or upgrades;
• Assist with preparations (materials, refreshments, etc.) for program meetings and events as directed
• Additional job-related duties and projects as assigned.

• Work closely with the Youth Employment Programs Director in the coordination of program operations, administrative tasks, and assisting with various projects throughout the year.
• Handle the Directors Outlook Calendar to schedule internal and external meetings.
• Receive and manage incoming calls, arrange conference calls, etc.
• Track and maintain expenditures for Director and Youth Employment Programs activities in coordination with fiscal team;
• Process all invoices for payment through the check request process according to the fiscal guidelines
• Reconcile and submit personal expenses reports for Director and Youth Employment Programs team members;
• Maintain filing system of department paperwork and relevant program documentation;
• Maintain, distribute and keep track of all program metro cards, gift cards, petty cash, etc.
• Work closely with Youth Employment Programs team to ensure program data, lists, and information is current;
• Assist with all contract, foundation, and funding program reports, statistics, data, etc.
• Coordinate orders for office, program supplies and equipment;
• Maintain equipment and other relevant inventory list or assist with up-keep of systems;
• Coordinate with IT and/or Database Manager on program/staff equipment repairs or upgrades;
• Assist with preparations (materials, refreshments, etc.) for program meetings and events as directed
• Additional job-related duties and projects as assigned