POSITION SUMMARY Capuchin Community Services (CCS) is a ministry of the Province of St. Joseph. Some of the services include a pantry, clothing closet and meal program at its two locations. The Administrative Assistant at the House of Peace, in support of the Assistant Director, creates welcome, coordinates activities within the site's ministries, and connects guests with the resources of the HOP.
ESSENTIAL DUTIES AND RESPONSIBILITIES • Demonstrate, exemplify and support the mission, vision and values of The Province of St. Joseph of the Capuchin Order and its Capuchin Community Services ministry • Welcome guests, volunteers, collaborators and ensure they are accounted for and being responded to • Answer guest questions and guide as appropriate • Draft thank-you letters to donors and volunteers • Maintain waiting list for larger items, tracking availability and distribution • Hand out hygiene bags, baby sanctuary items as needed keeping track of number distributed • Screen guests needing direct help for eligibility, verifying information as required • Screen incoming calls and correspondence and respond independently when possible • Assist the Site Manager in collecting, tracking, and reporting the number of people served by HOP ministries • Assist the Assistant Director in maintaining the site calendars - appointments; events; deliveries and pick-ups; outside groups using HOP; sign-ups for HOP drives • Create fliers and other collateral to promote site activities and announce schedule changes • Maintain office supplies • Comply with Province and ministry policies, procedures, guidelines, and standards
KNOWLEDGE, SKILLS AND ABILITIES • Ability to effectively engage with guests • Effective Microsoft Office skills • Professional demeanor and appearance • Effective time management, problem solving, interpersonal, organizational, presentation and verbal and written communication skills • Ability to maintain confidentiality • Must be able to lift and move up to 20 pounds • Ability to be welcoming and professional and travel locally
EDUCATION, TRAINING AND EXPERIENCE • High school graduate or GED • 2 years' experience in Administrative Assistant capacity or Associates Degree
WORKING CONDITIONS • May be required to stand and sit for long periods of time, walk, use hands and fingers, reach, climb, balance, stoop, bend, kneel, crouch and crawl • May be required to use computer for extended periods of time • Standard office environment and equipment • Exposure to and use of cleaning chemicals • Must be on site to perform job duties
