Administrative Assistant / Office Assistant -Full Time-Port Orange FL

SUMMARY

The Office Assistant performs clerical duties for the Property Manager at Epiphany Manor and other staff members giving assistance with program functions, including telephone and personal contact with clients and the community in general. Performs data entry tasks and generates timely monthly reports.

The Catholic Charities four core values lay the foundation for the work performed by employees:

1. Compassion: We meet others with a sincere desire to know and understand them, without judgment and with a genuine concern that is expressed in the care we provide and how we provide it.
2. Dignity: We believe all people are created in the image and likeness of God and so have an inherent dignity, regardless of the circumstances of their lives. As such, we are committed to respecting this dignity in every interaction.
3. Enkindling Faith: We enrich the lives of our Diocesan community by sharing our faith, giving witness to the gospel, and extending God's love and mercy.
4. Trust: Inspired through faith in God and His grace, we affirm the integrity, reliability, and fairness of all members of Catholic Charities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following:

General functions:

• Attends to all the correspondence of the Epiphany Manor management.
• Responsible for filing all documents and ensuring that these are current and professionally manages.
• Must have good telephone skills with a hospitable demeanor, greets the public professionally, screens incoming calls, and schedule appointments.
• Must have excellent proofreading and writing skills.
• Responsible for the overall general upkeep and orderliness of the Office.
• Manages e-mail and internet correspondence.
• Operates copier/printer, scanner, FAX and other office equipment.
• Opens and distributes mail.
• Coordinates events and projects.
• Must understand the priority of inquiry, so attention to detail is important.
• Adhere to strict confidentiality of all client information. Agency follows all HIPPAA guidelines.
• Have a commitment to Catholic values and support the tenets of Catholic Social teaching.
• Have the ability to set and maintain appropriate boundaries with clients and staff.
• Balance team and individual responsibilities, exhibit objectivity and openness to other views; give and welcome feedback; contribute to building a positive team spirit.
• Be willing to accept and work within the agency philosophy.
• Be willing to follow agency policies and procedures.
• Manifest professional and personal ethics.

Other Duties & Responsibilities:

• Facilitate incoming daily mail and direct it to the appropriate department/personnel.
• Maintain accurate and timely records for all Epiphany Manor staff and residents of the Epiphany Manor.
• Provide constant security and ensure HIPPAA compliance with all resident files, always keeping them in a locked file cabinet.
• Maintain calendars for the Property Manager and their appointment schedules, including client scheduled times.
• Prepare correspondence for Property Manager approval and signature.
• Keep accurate statistics and generate appropriate monthly reports for the Property Manager to review and verify.
• Responsible for the upkeep and maintenance of an organized filing system for agency records in conjunction with and under the direction of the Property Manager.
• Participate in all required staff or agency meetings.
• If using the CCCF agency vehicle, maintain a proper auto log and report any incidents, accidents, needed repairs, maintenance, etc. to Supervisor immediately.
• Processing MI, AR, IR, taking work orders, EIV, etc.
• Perform other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

The Office Assistant must be a High School graduate with proficiency in computer skills. Some college education is preferred. At least 3 years of experience in secretarial work in an office setting. Have the ability to communicate effectively both verbally and written. Demonstrate experience with Microsoft Office Professional including Word, Excel and PowerPoint. Operate office equipment including a multiple line telephone system, copy machine, FAX, scanner, etc.