Administrative Assistant

Description 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 Director’s 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.

Position Type And Expected Hours Of Work

This is a 3/4 time position - 30 hours per week.

Days and hours of work are generally between 9:00 AM to 6:00 PM, Monday – Friday. Additional hours may be required to meet program deadlines, or client needs.

Qualifications

HS Diploma/GED; Some college credit/courses, a plus, Minimum of three (3) years’ related office experience. Bilingual, English/Spanish a plus Excellent interpersonal, communication and organizational skills Ability to be a team player, work independently and with diverse groups of people Ability to participate in community service initiatives if needed Computer literate.