Administrative Assistant

at  Catholic Charities of the Archdiocese of Newark

We are currently seeking a Part-Time – Administrative Assistant for our Providence Place program located in Jersey City, NJ.
Providence Place is a psychiatric community home for females, aged 15-17, referred from the State Children’s System of Care.

JOB DESCRIPTION:

Regularly attend work in conformance with the work schedule designated by the supervisor
Manage and file documentation of program records
Operate and coordinate the management information system
Maintain accounting and budget records
Perform clerical and administrative activities such as filing and handling calls, including the coordination of communication between staff and persons served
Prepare requests for payment on all the department’s purchases, transportation, reimbursements, and other miscellaneous expenses Process billing forms and assist staff in billing process
Perform secretarial duties as required in a competent fashion Maintain and order sufficient inventory of office supplies
Perform record keeping functions such as scheduling of vacation time
Schedule appointments, confirms meetings, and maintain calendar
Process incoming and outgoing mail/data
Prepare budget information as requested and maintain record of expenditures
Prepare time sheets for supervisory review
Ensure confidentiality is maintained through the securing of confidential information and performing work duties in a manner that protects against disclosure unless authorization has been given for such disclosure
Monitor the environment of care to ensure common areas/client reception areas remain neat and orderly
Resolve and report safety concerns or hazards immediately upon observation as per program or building protocols
Ensure sign in/sign out protocols are maintained for clients, visitors, vendors, and staff and that such protocols conform with the facilities risk management plan
Perform any other duties and responsibilities requested by the supervisor

JOB REQUIREMENTS:

• Ability and willingness to establish and maintain a harmonious working relationship with clients, staff, professional community
  contacts, and the public. Good computer skills and knowledge of common software programs. Good communication skills
  Ability to integrate and be effective as a member of the team. Ability to be flexible. Time management and organizational skills
  Good interpersonal skills. Good customer service skills. Knowledge of compliance with confidentiality concerns and HIPAA

regulations. Ability to ensure the privacy and security of the program and client information.

• A high school diploma or GED is preferred but not required.

Please refer the Job description for details