Administrative Assistant

Position Title: Administrative Assistant

Reports To: Office Director

Division: Immigration & Refugee Program+ (IRP+)

Job Location: Jersey City

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:
The Administrative Assistant manages the overall and daily business and operational aspects of CWS Jersey City. The role will ensure that quality programming is provided to clients across all our program areas while ensuring that documentation and financial compliance steps are completed.

Essential Duties

Oversees all cell phone purchases, assignments, repairs, and billing.

Oversees IT support in coordination with Headquarters, assuring that all employee computers and technology are updated and functional.

Assist with data entry for monthly program reporting.

Updates and maintains security protocol for the office including training staff on building security and issuing keys for the office, storage units, and other office affiliated locations.

Assist office director to acquire suitable office space and plan moving logistics.

Handles all new staff paperwork, on-boarding of new staff, and new staff orientation.

Facilitates staff exits, completing all tasks on Staff Exit Checklist.

Assists with weekly staff meetings by ensuring staff have link to meeting and circulate notes as appropriate.

Distribute messages, mail, faxes, and other communication to appropriate personnel.

Collect monthly expense reports for Director’s approval and submit to CWS HQ for processing.

Review staff milage and expense reports for accuracy and submit for processing monthly.

Prepare monthly credit card statement reconciliations and forward signed envelopes to CWS Service Center.

Review, process and submit vendor invoices to CWS NY for processing.

Prepare monthly USG grant reimbursement requests and arrival report and submit to CWS NY.

Receive, document, and process all incoming funds and donations and submit to CWS Service Center for processing with copies to CWS NY.

Manage inventory records and account for all bulk items purchased (transportation, household items, etc.) to ensure that all items are recorded in client account records.

Reconcile local bank account and submit copies to CWS Service Center.

Maintain MG financial records of client matching contributions and in-kind distribution forms.

Maintain postage account and coordinating mailings.

Organize CWS Jersey City’s digital files on shared drive to ensure staff can find relevant information easily and quickly.

Maintain Petty Cash records and forward reimbursements to the Cashier according to current policies.

Maintain office supply levels.

Organize in-person office work calendar and staff vacation time calendar.

Qualifications:
Familiarity with Microsoft Office programs including Word, Excel, Outlook, and Teams required.

Experience:
Experience working in a non-profit setting preferred.

Office administration experience preferred.

Skills:
Strong organizational skills required.

Proficiency in a second language, particularly Spanish, French, Haitian Creole, Arabic, Dari, or Pashto strongly preferred.

Ability to work in a multi-cultural environment required.

Commitment to diversity, equity, and inclusion and willingness to support CWS’ 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).

The position will start partially remote and may transition to more in person work as policies evolve.

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