Administrative Assistant/Secretary II

at  Catholic Charities of LA

Catholic Charities of Los Angeles, Inc. is one of the largest human services providers in California that operates a variety of programs to serve the poor and strives to find permanent solutions.
AYE in Los Angeles is a program of Catholic Charities of Los Angeles is seeking an individual will assist with the day-to-day operation of the program. This position will work very close to the Program Director, Regional Director, and Office Manager.

SUMMARY

Assists office directors in varied and complex administrative functions. Collects, compiles, and analyzes moderately complex data and information and prepares comprehensive reports.

Essential Duties and Responsibilities

• Performs budget, accounting, personnel, and other administrative functions for assigned Department/program.
• Coordinates activities between departments and outside parties.
• Provides analytical and specialized administrative support to executive, administrative and staff managers.
• Analyzes and implements Department/program policies, procedures operations, and organization.
• Represents program directors in conferences and meetings.
• Maintain computer databases.
• Gathers, tabulates, and analyzes facts, and prepares comprehensive reports.
• Confers with, advises, and presents recommendations to supervisor on policies, procedures, and operations.
• Helps develop proposals, grants, and other funding requests.
• Interacts with agency directors to discuss relevant program activities, concerns, and proposals that would affect individual departments/programs.
• Performs special projects assigned by director.
• Trains and directs assigned personnel.
• Relieves supervisor of administrative details.
• Represents program directors in conferences and meetings.
• Provides technical assistance to staff.
• Performs general administrative and secretarial duties.
• Composes and revises correspondence and memos.
• Displays sensitivity to the client population’s cultural and socioeconomic characteristics.
• Performs related duties as required.

SKILLS AND ABILITIES:

• Type and take shorthand at a speed sufficient to meet position requirements.
• Operate standard office and word processing equipment as well as a computer.
• Train and direct the work of assigned personnel.
• Use independent judgment and initiative.
• Maintain accurate and orderly records.
• Analyze and evaluate information.
• Work independently without specific instructions.
• Effectively communicate in written and oral form with people of various educational and socio-cultural backgrounds.
• Apply the principles and practices of administration and management to a wide variety of complex organizational and operational problems.
• Understand and interpret Department/program policies and procedures.
• Organize and direct several activities.
• Write grants and raise funds.
• Display sensitivity, tact, and responsiveness in various situations and needs.
• Maintain high level of confidentiality.
• Read and apply rules and regulations.
• Develop and maintain effective working relationships.
• Handle public contact and relations effectively.
• Plan short-range activities.
• Conduct research.

COMPUTER SKILLS

To perform this job successfully, an individual should have knowledge of Database software; Internet software; Project Management software; Spreadsheet software and Word Processing software.

EDUCATION AND/OR EXPERIENCE

Associate’s Degree in secretarial science, administration or business. Three to five years of related experience. Directly related experience can be substituted for degree.
To apply go to: https://ctholiccharitiesla.org/employment-opportunities

• Performs budget, accounting, personnel, and other administrative functions for assigned Department/program.
• Coordinates activities between departments and outside parties.
• Provides analytical and specialized administrative support to executive, administrative and staff managers.
• Analyzes and implements Department/program policies, procedures operations, and organization.
• Represents program directors in conferences and meetings.
• Maintain computer databases.
• Gathers, tabulates, and analyzes facts, and prepares comprehensive reports.
• Confers with, advises, and presents recommendations to supervisor on policies, procedures, and operations.
• Helps develop proposals, grants, and other funding requests.
• Interacts with agency directors to discuss relevant program activities, concerns, and proposals that would affect individual departments/programs.
• Performs special projects assigned by director.
• Trains and directs assigned personnel.
• Relieves supervisor of administrative details.
• Represents program directors in conferences and meetings.
• Provides technical assistance to staff.
• Performs general administrative and secretarial duties.
• Composes and revises correspondence and memos.
• Displays sensitivity to the client population’s cultural and socioeconomic characteristics.
• Performs related duties as required