Job Details

Administrative Support Specialist

Catholic Charities, Portland, OR, USA

Job - Corporate/Business

Close Date: 12/31/2018

Administrative Support Specialist

Full-time: 40 Hours/Week; Non-Exempt

Reports to: Facilities Coordinator


This position provides reception and administrative services for the Catholic Charities Clark Family Center. The Administrative Support Specialist serves as the primary individual responsible for information and referral services to callers as well as potential clients looking for resources and/or services at the Clark Family Center (CFC), as well as other Catholic Charities locations including El Programa Hispano Catolico (EPHC). This position serves as the first representation of the Agency to incoming clientele and visitors; and therefore must embody the values and principles of the organization.


Main entry receptionist in the Clark Family Center (CFC). Greet incoming clients and guests and direct them to appropriate locations within the building. Explain Catholic Charities programs and services to interested guests.
Answer incoming telephone calls and route appropriately.
Provide information and referral services (including emergency assistance services as appropriate and available) to agency clientele.
Provide administrative support services to the Facilities team, including but not limited to:
Data entry related to information and referrals
Create and maintain Excel tracking spreadsheets) Work orders monthly log.
Coordinate the scheduling of meeting rooms, vehicles and the OMSI calendar.
Assign and track parking sticker distribution to CC Staff.
Assign the CFC garage usage to staff in a quarterly basis rotation from an updated list obtained from HR. Maintain logs and GDOs ready for its use.
Maintain Agency phone directory and staff picture directories
Responsible for Agency security badge processes, including taking photos, printing, and issuance to employees and manage guest badges.
Responsible for the check-out and tracking of the Agency Gas card, maintaining receipts and reconciling the credit card statement with receipts.
Serve as an active participant in the emergency evacuation system, including maintaining and updating employee roster sheets as needed in emergency backpack.
Responsible for maintaining and updating kitchen duty assignments for CFC location, including sending meeting invites to employees scheduled for kitchen duty.
Process outgoing mail for all programs of Catholic Charities/CFC location.
Backup for meeting room preparation, tables and chairs accordingly.
Support the overall mission of Catholic Charities.
Other duties as assigned.
Work schedule of Monday through Friday 8:15am to 5:00pm.


Bilingual writing, speaking and translation skills in English and Spanish required.
Minimum of two years of demonstrated success as a Receptionist or Administrative Assistant; preferably in a non-profit social service environment. Associate's Degree or higher preferred.
Knowledge of available community resources strongly preferred.
Working knowledge of effective reception and customer service practices and experience in operating multi-line phones.
Ability to greet and work with members of diverse ethnic and cultural backgrounds and have a strong customer service orientation.
Must be able to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.
Demonstrated judgment and discretion in dealing with confidential matters.
Ability to communicate concisely and effectively, both verbally and in writing.
Strong attention to detail.
Strong computer skills with demonstrated proficiency (intermediate to advanced) in Microsoft Word, Excel, Outlook; as well as PowerPoint and Publisher.
Self-motivated and able to work independently with little supervision; while able to work effectively in a team environment.
Ability to work creatively and flexibly in a changing organization.
Ability to support organizational and program specific mission and goals.
Ability to lift 40 pounds.
Must have driver's license, access to vehicle and ability to obtain automobile insurance at levels required by agency (100/300/100).
Satisfactory results from criminal, civil and/or motor vehicle background check required

COMPENSATION: Commensurate with skills and experience. Competitive benefits package, including: 100% employer paid health insurance (employee portion), disability, life insurance, paid time off, 12 paid holidays, retirement plan, free parking and more.

TO APPLY: Submit your application, resume and cover letter at


For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.