Professional Staff Opening
Position Title: Administrative Assistant
Reports To: Religious Services Coordinator/ Contract Specialist
Team: Immigration and Refugee
Job Location: Miami, FL
Grade: # 3 – Starting Salary $28,781 - $30,000
Status: Non-Exempt; Non-Bargaining Unit
Deadline: Received by April 25, 2008
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Church World Service Email: |
*Enter the title of the position applied for at the top of the resume or in the body of your cover letter.
Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability or veteran status in employment of the provision of services.
Primary Purpose:
The Administrative Assistant carries out two functions. First, Administrative Assistant will conduct basic secretarial and clerical work, providing support to the Religious Services Program to ensure smooth functioning of the program’s day-to-day operations. Second, he/she will work closely with the Immigration and Refugee Program Miami Office to organize and plan our annual fundraising event.
Essential Duties:
The essential duties of the Administrative Assistant can be summed up in the following functions, each with its attendant areas of responsibility.
- Reviews overall workings of the Religious Services Program office to ensure efficiency and flow.
- Uses appropriate technology to support the functions of the Religious Services Program and Contract Specialist, and others working with the program.
- On a daily basis, handles the “out” boxes. This includes duplication, mailing, filing, dissemination of information, and other miscellaneous tasks.
- Handles service contracts (i.e. phone, internet, equipment, supplies, etc.) for the Religious Services Program and makes arrangements for staff meetings, volunteer events, and other relevant purposes.
- Sets up and maintains files in the Religious Services Program office in accordance with program protocol and security and confidentiality requirements.
- Fields general telephone calls, providing requested information or transferring calls to appropriate staff.
- Types and prepares correspondence and other materials as needed.
- Greets visitors and volunteers, controlling the flow of outside parties into the office.
- Evaluates inquires and offers referrals to appropriate resources.
- Distributes messages, mail, faxes, and other communications to appropriate personnel.
- Assists with planning and organizing the CWS/IRP Miami Office annual fundraising event.
- Maintains accurate mailing list of potential attendees and donors.
- Assists with researching and contacting potential corporate funding sources for the fundraising event.
- Performs other related duties as requested.
Qualifications:
Education:
The qualified candidate will have earned a high school diploma, or be able to certify completion of its equivalency.
Experience:
The successful candidate will have experience working in a reception or other public service related position.
Competencies:
Communications: Listen carefully to assure clear understanding of instructions and requests. Communicate a positive, professional image of the Immigration and Refugee Program, demonstrating respect, empathy, and integrity. Ask appropriate questions in seeking explanations needed to perform job functions. Support “transparency of information” by sharing information and ideas with others to support effective performance. Understand staff roles and procedures and prepare standard reports to track job progress or activities. Recognize the particular needs of partners and use established channels to respond to those needs. Understand and be able to use appropriate technology to communicate with others inside and outside the Immigration and Refugee Program. Respect and maintain confidentiality of sensitive information within parameters defined by supervisor(s) and/or Immigration and Refugee Program policy.
Constituent Relationships: Understand who stakeholders are and be responsive to their needs. Facilitate interactions and serve as a resource in relations with stakeholders. Recognize and be sensitive to issues of concern to stakeholders. Recognize and be sensitive to cultural, ethnic, and religious issues.
Job Knowledge: Understand the mission and values of the Immigration and Refugee Program, the administering faith-based organizations, and the faith communities represented within the detainee population. Understand how these missions and values apply to the work of the Immigration and Refugee Program and relationships with others. Understand the work performed and how it supports the Immigration and Refugee Program in achieving its goals. Understand how to work in a multi-cultural environment with sensitivity and integrity. Be able to use knowledge and be willing to expand learning of applications or technology to perform job duties. Maintain and improve the skills and knowledge needed to be effective in performing job responsibilities. Follow Immigration and Refugee Program policies and procedures in carrying out work activities.
Leadership: Take responsibility for performance of own job duties. Model behaviors that are consonant with the mission and values of the Immigration and Refugee Program in work activities and relationships. Demonstrate sound judgment in performing all duties. Recognize and use individual strengths to enhance work performance. Recognize areas of weakness and seek assistance to improve performance. Take initiative within area of responsibility. Respect the skills, needs, and schedules of others in performing assigned duties and responding to others. Contribute ideas for implementing the vision and strategic plan of the Immigration and Refugee Program.
Problem Solving: Recognize routine problems, gather data, and work through them thoroughly and effectively. Know whom to consult for assistance in solving non-routine problems. Exercise creativity in resolving problems and trying new ways of doing things. Know how and when to apply technical solutions to problems. Share results of problem solving experiences with others. Remain flexible in responding to organizational priorities.
Program Planning and Management: Anticipate work flow and take proactive steps to balance work priorities. Understand the desired outcome of assigned work and how it supports the Immigration and Refugee Program’s work. Identify the resources and assistance needed to complete assignments and make sure they are on hand. Complete routine assignments on time, making sure finished products are accurate and have expected quality. Contribute ideas to effectively implement program plans and activities. Keep others informed of work progress and any problems encountered. Take initiative and complete independent work projects. Understand organizational priorities and respect time sensitivity of work performance. Assist others to complete priority work, or step in to handle work in their absence.
Resource Building and Stewardship: Recognize resource building potential in all interactions and be responsive and professional in providing information. Use financial and material resources provided by the Immigration and Refugee Program to their best advantage, including business equipment and supplies. Demonstrate concern for natural resources in carrying out work activities. Make the most of own time and resources to maximize stewardship to the Immigration and Refugee Program. Respect one another and relationships with staff, supervisors, managers, and program participants.
Teamwork: Understand what a team is and what it does. Demonstrate a willingness to work on a team. Understand own role on the team and how it fits in to the overall results to be produced. Contribute skills, knowledge, and ideas to team discussion and work. Accept accountability for assignments made within the team and for producing results on time. Keep team leader and members informed of work status. Demonstrate awareness of what other teams do and how their work affects own team. Recognize and respect the importance of work performed by other colleagues. Understand organizational priorities and be willing to set aside own tasks to assist others to complete high priority tasks.Other Skills:
Strong inter-personal skills, the ability to maintain a courteous demeanor, and a concern for operating in an efficient work environment are required. Fluency in a relevant second language is desirable.