We are currently seeking a Part-Time – Administrative Assistant for our Providence Place program located in Jersey City, NJ.

Providence Place is a psychiatric community home for females, aged 15-17, referred from the State Children’s System of Care.

JOB DESCRIPTION:

Regularly attend work in conformance with the work schedule designated by the supervisor

 Manage and file documentation of program records

Operate and coordinate the management information system

Maintain accounting and budget records

Perform clerical and administrative activities such as filing and handling calls, including the coordination of communication between staff and persons served

Prepare requests for payment on all the department’s purchases, transportation, reimbursements, and other miscellaneous expenses Process billing forms and assist staff in billing process

Perform secretarial duties as required in a competent fashion Maintain and order sufficient inventory of office supplies

Perform record keeping functions such as scheduling of vacation time

Schedule appointments, confirms meetings, and maintain calendar

Process incoming and outgoing mail/data

Prepare budget information as requested and maintain record of expenditures

Prepare time sheets for supervisory review

Ensure confidentiality is maintained through the securing of confidential information and performing work duties in a manner that protects against disclosure unless authorization has been given for such disclosure

Monitor the environment of care to ensure common areas/client reception areas remain neat and orderly

Resolve and report safety concerns or hazards immediately upon observation as per program or building protocols

Ensure sign in/sign out protocols are maintained for clients, visitors, vendors, and staff and that such protocols conform with the facilities risk management plan

Perform any other duties and responsibilities requested by the supervisor

JOB REQUIREMENTS:

• Ability and willingness to establish and maintain a harmonious working relationship with clients, staff, professional community

contacts, and the public. Good computer skills and knowledge of common software programs. Good communication skills

Ability to integrate and be effective as a member of the team. Ability to be flexible. Time management and organizational skills

Good interpersonal skills. Good customer service skills. Knowledge of compliance with confidentiality concerns and HIPAA

regulations. Ability to ensure the privacy and security of the program and client information.

• A high school diploma or GED is preferred but not required.

Visit our website ccannj.com

CURRENT EMPLOYEES:
Please be advised that current employees applying to open positions within the Agency are required to fill out an Agency Internal Job Application Form which is available for download to all employees on HR's public folders in Outlook. Please forward the completed form to HR via email to the agency email address indicated at the end of the application form.

AGENCY MISSION:
In response to the Gospel of Jesus Christ, Catholic Charities, as a ministry of the Archdiocese of Newark, serves the poor and marginalized and advocates for their needs in order to promote the inherent dignity and worth of all people without regard to race, religion, or culture.