Office Assistant

Catholic Charities Diocese of Springfield Illinois; Springfield (IL); On-site; USD 32,000 - 40,000; Full time

Job summary

Catholic Charities Diocese of Springfield Illinois is seeking a full-time receptionist to manage the front office, greet visitors, answer calls, and support Administrative Services staff.

This onsite role requires strong computer skills, MS Office, and the ability to handle mail, deposits, and data entry while keeping a professional demeanor.

Hours are Monday-Friday 8:30am-4:30pm; a background check is required. Prior reception/administrative experience is preferred.

Qualifications

• High School diploma or GED equivalent.
• Previous receptionist, administrative, customer service, or social services experience preferred.
• Strong computer skills, Microsoft Office proficiency is expected.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Professional demeanor with the ability to interact respectfully with employees, visitors and the public.
• Ability to occasionally lift up to 25 pounds.
• Successful completion of a background check is required.

Responsibilities

• Greet visitors and answer the front door in a professional and welcoming manner.
• Answer and manage a multi-line phone system, direct calls, and take accurate messages.
• Receive deliveries and promptly notify recipients.
• Process incoming and outgoing mail.
• Provide clerical, administrative, and data entry support to the Administrative Services Coordinator and other administrative staff.
• Process the daily deposit.
• Complete data entry in the donor database (administration & area office cash receipts)
• Process mail merge of thank you letters
• Ensure database integrity through regular clean-up
• Maintain current “community resources” information to share with clients we cannot assist
• Prepare (stamp & mail) checks weekly for accounting
• Order office supplies as requested by administrative staff
• Maintain order in the office supply room
• Schedule pick up when the shred bin is full
• Coordinate conference room reservations and meeting logistics, including ordering meals or refreshments, arranging payment, setting up and cleaning up meeting spaces and securing necessary supplies.
• Maintain a clean, organized, and professional reception area.
• Perform other administrative duties as assigned.

Skills

Microsoft Office

Verbal communication

Organizational skills

Education

High School Diploma or GED

Job description

Job Description

Provides coverage of front office reception area duties. This position is onsite. Hours are full-time, Monday-Friday 8:30am-4:30pm.

Job Duties

• Greet visitors and answer the front door in a professional and welcoming manner.
• Answer and manage a multi-line phone system, direct calls, and take accurate messages.
• Receive deliveries and promptly notify recipients.
• Process incoming and outgoing mail.
• Provide clerical, administrative, and data entry support to the Administrative Services Coordinator and other administrative staff.
• Process the daily deposit.
• Complete data entry in the donor database (administration & area office cash receipts)
• Process mail merge of thank you letters
• Ensure database integrity through regular clean-up
• Maintain current “community resources” information to share with clients we cannot assist
• Prepare (stamp & mail) checks weekly for accounting
• Order office supplies as requested by administrative staff
• Maintain order in the office supply room
• Schedule pick up when the shred bin is full
• Coordinate conference room reservations and meeting logistics, including ordering meals or refreshments, arranging payment, setting up and cleaning up meeting spaces and securing necessary supplies.
• Maintain a clean, organized, and professional reception area.
• Perform other administrative duties as assigned.

Minimum Qualifications

• High School diploma or GED equivalent.
• Previous receptionist, administrative, customer service, or social services experience preferred.
• Strong computer skills, Microsoft Office proficiency is expected.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Professional demeanor with the ability to interact respectfully with employees, visitors and the public.
• Ability to occasionally lift up to 25 pounds.
• Successful completion of a background check is required.

Who We Are

Catholic Charities is proud of its 100-year history of providing vital social services in our Diocese. As the official social service are of the Catholic Church, we maintain a substantial presence in ten communities throughout our twenty-eight counties of central Illinois. Area Offices operate in the communities of Alton, Carlinville, Decatur, Effingham, Granite City, Mattoon, Quincy, and Springfield. In addition, Catholic Charities manages facilities in Alton (Catholic Children's Home) and Beardstown (The St. Anne Residence). The agency has earned national reaccreditation through COA, the Council on Accreditation for Children and Family Services, which certifies that all programs meet best practice social service standards.

Our vast array of “Continuum of Care” services includes Professional Counseling Solutions, senior services and guardianship, health care, residential care, independent living, special education, Intact Family Services, food and clothing distribution, St. John's Breadline, Meals on Wheels in Decatur, the Crisis Assistance program, MedAssist, Mobile Food Pantry, Catholic Charities Legal Services, The St. Anne Residence and discount resale stores. Catholic Charities seeks to respond to the needs of its communities through these diverse programs. Every year, this objective is realized as literally thousands of children and families are positively impacted by our efforts.

Although being a member of the Catholic faith is not a requirement to be employed by Catholic Charities, it is expected and required of all employees to acknowledge and respect the right of Catholic Charities to develop policies, manage programs and administer benefits in accordance with the Teachings of the Roman Catholic Church.