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Administrative Assistant

2 months ago

Leavenworth, United States Sisters Of Charity Of Leavenworth Full time

About Us:

Impelled by the love of Christ, the Sisters of Charity of Leavenworth (SCL), a Roman Catholic congregation of women religious, offer every loving service in our power to meet the critical needs of Gods people. Established in 1858 in Kansas, the Sisters of Charity live our mission in the spirit of our founders: St. Vincent de Paul, Louise de Marillac, and Mother Xavier Ross. The Sisters, as Gospel-centered women, share a tradition of responding to the needs of the time, ministering to the vulnerable and marginalized, and caring for the fragile Earth. We share our mission in partnership and collaboration with those committed to working for peace and justice.

Position Summary: The administrative assistant serves as administrative support for the Community Council. This position acts in a manner that reflects the Philosophy and Mission of the Sisters of Charity of Leavenworth (SCL). The Administrative Assistant must discreetly handle various sensitive, confidential information concerning corporate and personnel affairs.

Please note that you must submit a cover letter along with your resume. The letter should highlight your relevant experience and qualifications and explain your motivation for pursuing this opportunity.

Job Duties:

  • Provides secretarial and administrative support for the Community Council, as needed.
  • Takes meeting minutes as needed.
  • Creates and produces materials for Community meetings and other related events.
  • Uses various software programs to create booklets, brochures, liturgical worship aids, etc.
  • Serves visitors by greeting, welcoming, directing, and announcing them as appropriate.
  • Receives and sorts daily mail/deliveries and calculates/affixes postage to outgoing mail.
  • Schedules conference rooms and sets up appropriate configuration, equipment, and meeting refreshments.
  • Schedules and manages Zoom meeting requests.
  • Receives housekeeping/maintenance requests and submits to SCL Maintenance.
  • Processes donations to include recording and coding of checks, composing acknowledgments, preparing tax receipts and other related reports.
  • Issues parking stickers, monitor parking lot for unauthorized cars and calls Security to issue tickets.
  • Maintains Cantwell first-floor copier supplies and serves as a point of contact for service.
  • Manages multiple tasks and assignments simultaneously while maintaining the highest level of confidentiality.
  • Consistently demonstrates professionalism and diplomacy.
  • Organizes office processes and understands Community policies and procedures to carry out assigned administrative responsibilities.
  • Travel scheduling and supporting various special projects, including requests from SCLs as necessary.
  • Operates standard office machines and equipment daily.
  • Performs other related duties as assigned.
  • Maintains FileMaker.

Qualifications:

  • Associate degree in secretarial science, business administration, or equivalent combination of education/experience preferred.
  • A minimum of five years of experience in a similar position is required.
  • Proficient in Microsoft Windows, Microsoft Office Suite, and Adobe Acrobat Pro.
  • Experience working with desktop publishing software.
  • Advanced experience taking meeting minutes is required.
  • Excellent verbal and written communication skills are required.
  • Excellent organizational and problem-solving skills.
  • Detail oriented.
  • Ability to work independently.

Physical Requirements:

  • Ability to perform sedentary work, sitting at desk and typing for extended periods.
  • Able to lift, carry, push, and pull up to 25 pounds.
  • Stoops and bends when using files.
  • Finger dexterity and eye-hand coordination are necessary in operating a personal computer.
  • It requires concentrated visual attention, which must be maintained for sustained periods. Good vision and hearing acuity are required to record data and answer calls.

EOE