Administrative Assistant
Church World Service, Inc.

Position Title: Administrative Assistant

Reports To: Operations and Finance Manager

Division: Immigration & Refugee Program+ (IRP+)

Department: CWS Jersey City

Job Location: Jersey City (hybrid)

Grade Level: 4

Salary: $21.36 - $25.13/hourly

FLSA & Union Status: x Non-Exempt o Exempt

oBargaining Unit xNon-Bargaining

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose: TheAdministrative Assistantmanages the overall and dailybusiness and operational aspects of CWS Jersey City. The role will assure that quality programming is provided to clients across all of our program areas while ensuring that documentation and financial compliance steps are completed.

Essential Duties

• Assists with weekly staff meetings by ensuring staff have link to meeting and circulate notes as appropriate.
• Provide support in tracking CWS property, office supplies, and other materials.
• Oversees IT support in coordination with Headquarters, assuring that all employee computers and technology are updated and functional.
• Updates and maintains security protocol for the office including training staff on building securityand issuing keys for the office, storage units, and other office affiliated locations.
• Assist with data entry for monthly program reporting.
• Assist with new staff paperwork, on-boarding of new staff, and new staff orientation.
• Assist with staff exits, completing all tasks on Staff Exit Checklist.
• Assist in processing monthly credit card statement reconciliations and staff reimbursements.
• Review, process and submit vendor invoices to CWS NY for processing.
• Receive, document, and process all incoming funds and donations and submit to CWS Service Center for processing with copies to CWS NY.
• Provide administrative support to the Director.
• Manage social media accounts.
• Prepare bi-weekly newsletter in coordination with the resource development program.
• Distribute messages, mail, faxes, and other communication to appropriate personnel.
• Other duties as assigned.

Qualifications:

Education and Experience: Bachelor’s Degree and at least 1 year of related work experience OR HS/GED diploma and at least five years of related work experience.

Skills:

• A team player with excellent interpersonal and organizational skills. Ability to work in a multicultural environment required;
• Proficiency in MS Office (Excel, Publisher, Word, and PowerPoint);
• Strong written and verbal communications skills required;
• Basic accounting skills, experience with data tracking preferred;
• Attention to detail, problem-solving and time management skills required;
• Knowledge of US refugee resettlement strongly preferred;
• Proficiency with Facebook, Instagram, Twitter and Canva preferred;
• Commitment to diversity, equity, and inclusion and willingness to supportCWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• CWS’ U.S. COVID-19 Vaccination Policy requires all new staff to provide proof of COVID-19 vaccination as soon as reasonable, no longer than 60 days of employment. Any employee who is pregnant, who is nursing, who has a disability, or who has a medical condition that prevents them from safe vaccination, or who rejects vaccination because of sincerely held religious beliefs, may contact the CWS Benefits Administrator to request reasonable accommodation as defined by the Equal Employment Opportunity Commission (EEOC).
• This position is based in the Jersey City office and is currently hybrid with the possibility of transitioning to fully in-person.
• Ability to work some evenings and weekends as needed.
• Ability to lift up to 50 pounds preferred.
• Background check and references are required for the position.

CWS offers a competitive benefits package that includes:

• 403 (b) Retirement Plan

• Medical, Dental and Vision Insurance

• Paid Time Off

• Life Insurance and AD&D

• Long Term and Short Term Disability

• Employee Assistance Program (EAP)

• Health Savings Account

• Flexible Spending Accounts

• Commuter Benefits

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