Administrative Assistant

Title: Administrative Assistant

Reports to: Region 1 Director

Location: Catholic Charities, Diocese of Venice In Florida Inc. - Sarasota office

: 5055 North Tamiami Trl. FL

Classification: Hourly/Nonexempt

Overview

Catholic Charities, Diocese of Venice, Inc. is committed to providing services to individuals of all races, backgrounds, and beliefs. We offer a variety of housing and social services to individuals, families, and communities across ten counties in Southwest Florida.

The Regional Administrative Assistant plays a key role in supporting the Region 1 Director and ensuring seamless operation within the region. This role involves a range of administrative responsibilities carried out in accordance with organizational policies, regulations, and performance standards.

Job Responsibilities:

• Provide administrative support to the Regional Director, including clerical tasks, scheduling, and coordination of follow-ups with program staff.
• Answer and direct incoming calls in a professional and friendly manner, assisting callers with service access, appointment scheduling, and routing calls to the appropriate staff.
• Greet and assist clients, community representatives, and visitors in a welcoming and professional manner.
• Organize and coordinate meetings, prepare agendas and minutes, and communicate with agency/committee representatives.
• Manage ordering and inventory of office and program supplies, ensuring timely distribution and organization.
• Prepare check requests for regional office expenses, manage vendor billings, track orders, and ensure credits are processed as necessary.
• Reconcile credit card purchases and receipts, ensuring accuracy and providing necessary documentation.
• Make travel arrangements for the Regional Director and office staff, ensuring efficient booking and coordination for meetings and conferences.
• Draft and disseminate various correspondence, including thank you letters, emails, reports, and meeting minutes.
• Administer documentation related to Financial Assistance Opportunities available to clients, ensuring accuracy and availability.
• Support staff training initiatives, ensure performance evaluations are completed, and compile feedback for program outcomes.
• Participate in professional development opportunities to maintain and enhance skills and knowledge of services.
• Assist with data entry and management of various databases for reporting purposes, collaborating with the Director of Grants.
• Provide support for event committee meetings, including minute-taking, when the Development Coordinator is unavailable.
• Ensure proper maintenance of office equipment at the Sarasota office.
• Coordinate internal and community holiday events as requested.
• Provide back-up coverage as necessary for office operations.
• Perform additional duties as assigned by the Regional Director.

Requirements:

• Associates degree or equivalent in business related field; and
• 1 - 3 years related administrative level clerical experience; or any acceptable combination of education, training, and experience.
• Bilingual in English/ Spanish preferred.
• Must have valid Florida driver's license and maintain agency driving certification; must have access to a reliable, properly insured vehicle for travel.

• Knowledge & Skills:

• • Strong understanding of administrative operations, office management, and accounting practices.
• Ability to handle highly confidential information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines with attention to detail.
• Ability to solve problems, exercise independent judgment, and foster cooperation across various teams.
• Ability to adapt to dynamic work conditions and follow complex instructions.
• Strong interpersonal skills to interact appropriately and sensitively with a diverse client population.