Administrative Assistant

We are Hiring! 

Job Posting: Administrative Assistant

Location:  Rochester, NY

Department:  Safety & Security 

Employment Type:  Full-Time

Schedule:  M-F, 37.5 hours

Salary:  $19.00-20.00/hr. 

As a regional agency of Catholic Charities of the Diocese of Rochester, Catholic Charities Family and Community Services (CCFCS) has been serving our community for over 100 years. We walk with people when they are at their most vulnerable as they journey toward independence to reach their full human potential, advocate for those in need throughout all stages of life; and work in partnership with faith communities of all denominations and those who are committed to addressing local needs.

If you’re looking for an opportunity to express and explore your passion for helping others, then join a team that truly makes a difference DAILY, in people's lives. Don't miss out on being a part of something special!

General Description

The Administrative Assistant for Safety & Security Services, under the direction of the Director of Safety & Security Services, provides administrative, operational, and records management support for agency-wide security functions. This position assists with scheduling, communications, documentation, and departmental coordination while maintaining accurate records related to mass notification systems, facility access permissions, key control logs, and security activity tracking. The Administrative Assistant does not issue credentials, keys, or system access, but is responsible for documenting and maintaining the official records of those activities. Effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma-informed care environment.

Essential Duties and Responsibilities

• Provides administrative support including filing, scanning, correspondence, scheduling, report preparation, and general      departmental documentation.
• Coordinates department meetings, safety training, and security-related site visits including logistics, calendars,      communications, and materials.
• Maintains organized electronic filing systems and SharePoint repositories for the Safety & Security Services Department.
• Prepares and maintain security-related logs, reports, tracking databases, and documentation files as assigned.

Security Systems & Records Documentation

• Maintains records associated with the agency’s mass alert and notification system, including user status tracking, department      enrollment documentation, and administrative change records as provided by authorized system administrators.
• Maintains records of access control badge assignments including documentation of issuance, permission level changes, and      deactivations entered by authorized personnel.
• Maintains and audit key distribution logs to ensure accurate documentation of who issued, received, returned, or replaced      keys.
• Maintains documentation related to incident reporting, corrective actions, and follow-up record retention.
• Supports the secure storage and confidentiality of all safety and security records.

Additional Administrative Duties

• Supports staff onboarding documentation related to credentials and access paperwork processing (without issuing credentials).
• Assists with scheduling vendors and service appointments as needed.
• Maintains office supply inventory and ordering for the department.
• Participates in department and agency meetings and trainings as required.
• Maintains the highest level of confidentiality and comply with all safety, privacy, and compliance requirements.
• Provides general administrative back-up support to the Safety & Security Services Department as needed.
• Performs other duties as assigned.
• Participates in relevant Agency meetings and/or trainings 
• Actively pursues development of professional competencies related to job performance through reading, supervision,      in-service training and attendance at conferences and workshops. 
• Awareness and active support of the Agency's Mission, Vision, Values and Strategic Plan. Including, but not limited to,      supporting the Agency's Core Competency initiatives of being Collaborative and Community Focused, Innovative and Entrepreneurial, and Culturally Competent and Diverse.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive. Employees are required to follow appropriate supervisory directions and perform other related duties as required.

Qualifications

Education:

Associate degree preferred and a minimum of one-year administrative experience. Equivalent combination of education and experience may be considered.

Credentials:

Valid and clean NYS Driver’s License.

Experience:

A minimum one-year administrative support experience required. 

Proficiency with Microsoft Office required. 

Experience with SharePoint preferred. 

Experience handling confidential or compliance-sensitive records preferred. 

Experience in security, facilities, risk management, healthcare, or nonprofit settings is helpful.

Top Benefits and Perks:

• Competitive salary and 403b retirement plan 
• Generous time off package and work-life balance 
• Comprehensive benefits package 
• Supportive and collaborative environment 
• Opportunities for growth and development 
• Intrinsic reward of truly making a difference in people's lives 

Join us and help make a positive impact on our community!

***Catholic Charities is committed to leveraging the talent of a diverse workforce to create great opportunities for our agency and our people. EOE/AA Disability/Vet