Administrative Assistant – Gallagher (FT)

Catholic Charities of Baltimore; Mays Chapel (MD); On-site; USD 22,000 - 28,000; Full time

Benefits offered by this job

Health/Dental/Vision

Vacation/sick/holiday pay

403(b) Retirement Plan with employer**

Tuition Advancement

Paid Parental Leave

Job summary

Catholic Charities of Baltimore is seeking an Administrative Assistant to support daily operations in Gallagher Services. The role involves a variety of clerical tasks, including phone and visitor coordination, filing, data retrieval, and meeting support.

The position requires a High School diploma or GED and four years of administrative experience. The workweek is Monday–Friday, 8:00 AM–4:00 PM, with an hourly pay rate of $18.00.

Qualifications

• High School diploma or GED required.
• Four years of administrative experience requested.
• Excellent verbal and written communication abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Answer and transfer phone calls and route them efficiently.
• Greet visitors and direct them professionally while maintaining confidentiality.
• Maintain organized, up-to-date filing systems.
• Retrieve information from records and prepare data summaries.
• Respond to administrative inquiries with timely, accurate answers.
• Coordinate travel, meetings, and appointments for managers.
• Prepare meeting schedules, agendas, and materials.
• Schedule and track staff training to meet deadlines.
• Record and distribute meeting minutes accurately.
• Oversee office supplies and maintenance of equipment.
• Process invoices, reimbursements, and petty cash per budget.
• Plan and execute special events within time and budget.
• Perform other duties as assigned.

Skills

Verbal communication

Written communication

Organizational skills

Calendar management

Discretion & confidentiality

Recordkeeping

Computer literacy

Education

High School diploma or GED

Tools

Outlook

Word

Excel

PowerPoint

Teams

OneDrive

Job description

Job Details

Description Payrate: $18.00 per hour Catholic Charities of Baltimore, Gallagher Services is currently seeking an Administrative Assistant who will facilitate the efficient operation of the assigned area by performing a variety of clerical and administrative tasks. The work schedule is Monday- Friday 8:00 AM - 4:00 PM. Gallagher Services supports adults with intellectual and developmental disabilities in living the life of their choice. Adults are supported in living, working and being involved in the community as independently as possible.

Job Duties & Responsibilities

• Answer and transfer phone calls, screening when necessary, and ensuring calls are directed appropriately and efficiently.
• Welcome and direct visitors, volunteers, and clients, ensuring positive and professional experiences while maintaining security and confidentiality as needed.
• Maintain filing systems as assigned, ensuring files are organized, up-to-date, and easily accessible.
• Retrieve information as requested from records, email, minutes, and other related documents, preparing written summaries of data and/or statistics when needed, and maintaining accuracy and timely delivery.
• Monitor and resolve administrative inquiries and questions, makes sure responses are accurate and provided within a reasonable timeframe.
• Coordinate and schedule travel, meetings, and appointments for managers or supervisors, efficiently handling all details, including confirmed and logistics.
• Prepare schedules and agendas for meetings, guaranteeing all participants are informed and all necessary materials are available.
• Schedule, coordinate, and track required training for managers and their staff, verifying compliance with training deadlines and documentation.
• Record and distribute minutes or other records for meetings, ensuring accuracy and timely distribution to all relevant parties.
• Maintain office supplies and coordinates maintenance of office equipment, assuring availability and operational functionality of necessary resources.
• Maintain a system for recording expenses and the use of petty cash, prepares and processes invoices, check requests, field expense vouchers, etc., assuring compliance with budget and reporting requirements.
• Plan and implement special events, ensuring all details are managed and events are executed successfully, on time, and within budget.
• Perform other duties as assigned.

Education & Experience Requirements

• High School diploma or GED.
• Four years of experience in an administrative role.
• An equivalent combination of education and experience may be considered.

Required Skills & Abilities

• Demonstrates excellent verbal and written communication skills, ensuring clarity and effectiveness in all interactions.
• Exhibits exceptional relational and customer service skills, building strong connections and providing top-tier service.
• Displays excellent organizational skills and meticulous attention to detail, ensuring accuracy and efficiency.
• Possesses a foundational understanding of clerical procedures and systems, including managing Outlook calendars, email, and recordkeeping.
• Demonstrates accountability by working independently, requiring minimal direction or supervision.
• Acts with discretion, tact, and professionalism in all situations, maintaining confidentiality and integrity.
• Requires proficiency in using computer systems and software to perform job function, including but not limited to, basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook. Knowledge of other Microsoft Office applications, such as Word, Excel PowerPoint, Teams, and OneDrive is preferred.

Physical Requirements & Work Environment

• Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role.
• Adjusting or moving objects up to 20# in all directions, which may include lifting, carrying, pushing, pulling, or repositioning items as necessary to perform job duties.
• Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties.

We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

• Health/Dental/Vision
• Vacation/sick/holiday pay
• 403(b) Retirement Plan with a discretionary employer contribution
• Tuition Advancement
• Paid Parental Leave

Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

Catholic Charities is an equal opportunity employer