Job Title: Administrative Assistant
Organization: Church World Service
Location: Miami, FL
Salary: $28,781 - $30,000
FT Regular
 
Job Description:
Primary Duties:
 
The Administrative Assistant carries out two functions. First,
Administrative Assistant will conduct basic secretarial and clerical work,
providing support to the Religious Services Program to ensure smooth
functioning of the programs day-to-day operations. Second, he/she will
work closely with the Immigration and Refugee Program Miami Office to
organize and plan our annual fundraising event.
 
Job Responsibilities:
 
The essential duties of the Administrative Assistant can be summed up in the
following functions, each with its attendant areas of responsibility.
 
 Reviews overall workings of the Religious Services Program office to
ensure efficiency and flow.
 Uses appropriate technology to support the functions of the Religious
Services Program and Contract Specialist, and others working with the
program.
 On a daily basis, handles the out boxes. This includes duplication,
mailing, filing, dissemination of information, and other miscellaneous
tasks.
 Handles service contracts (i.e. phone, internet, equipment, supplies,
etc.) for the Religious Services Program and makes arrangements for staff
meetings, volunteer events, and other relevant purposes.
 Sets up and maintains files in the Religious Services Program office in
accordance with program protocol and security and confidentiality
requirements.
 Fields general telephone calls, providing requested information or
transferring calls to appropriate staff.
 Types and prepares correspondence and other materials as needed.
 Greets visitors and volunteers, controlling the flow of outside parties
into the office.
 Evaluates inquires and offers referrals to appropriate resources.
 Distributes messages, mail, faxes, and other communications to appropriate
personnel.
 Assists with planning and organizing the CWS/IRP Miami Office annual
fundraising event.
 Maintains accurate mailing list of potential attendees and donors.
 Assists with researching and contacting potential corporate funding
sources for the fundraising event.
 Performs other related duties as requested.
 
 
Education:
 
The qualified candidate will have earned a high school diploma, or be able
to certify completion of its equivalency.
 
Experience:
 
The successful candidate will have experience working in a reception or
other public service related position.
 
Other Skills:
 
Strong inter-personal skills, the ability to maintain a courteous demeanor,
and a concern for operating in an efficient work environment are required.
Fluency in a relevant second language is desirable.
 
Competencies:
 
Communications: Listen carefully to assure clear understanding of
instructions and requests. Communicate a positive, professional image of
the Immigration and Refugee Program, demonstrating respect, empathy, and
integrity. Ask appropriate questions in seeking explanations needed to
perform job functions. Support transparency of information by sharing
information and ideas with others to support effective performance.
Understand staff roles and procedures and prepare standard reports to track
job progress or activities. Recognize the particular needs of partners and
use established channels to respond to those needs. Understand and be able
to use appropriate technology to communicate with others inside and outside
the Immigration and Refugee Program. Respect and maintain confidentiality
of sensitive information within parameters defined by supervisor(s) and/or
Immigration and Refugee Program policy.
Constituent Relationships: Understand who stakeholders are and be
responsive to their needs. Facilitate interactions and serve as a resource
in relations with stakeholders. Recognize and be sensitive to issues of
concern to stakeholders. Recognize and be sensitive to cultural, ethnic,
and religious issues.
Job Knowledge: Understand the mission and values of the Immigration and
Refugee Program, the administering faith-based organizations, and the faith
communities represented within the detainee population. Understand how
these missions and values apply to the work of the Immigration and Refugee
Program and relationships with others. Understand the work performed and
how it supports the Immigration and Refugee Program in achieving its goals.
Understand how to work in a multi-cultural environment with sensitivity and
integrity. Be able to use knowledge and be willing to expand learning of
applications or technology to perform job duties. Maintain and improve the
skills and knowledge needed to be effective in performing job
responsibilities. Follow Immigration and Refugee Program policies and
procedures in carrying out work activities.
Leadership: Take responsibility for performance of own job duties. Model
behaviors that are consonant with the mission and values of the Immigration
and Refugee Program in work activities and relationships. Demonstrate sound
judgment in performing all duties. Recognize and use individual strengths
to enhance work performance. Recognize areas of weakness and seek
assistance to improve performance. Take initiative within area of
responsibility. Respect the skills, needs, and schedules of others in
performing assigned duties and responding to others. Contribute ideas for
implementing the vision and strategic plan of the Immigration and Refugee
Program.
Problem Solving: Recognize routine problems, gather data, and work through
them thoroughly and effectively. Know whom to consult for assistance in
solving non-routine problems. Exercise creativity in resolving problems and
trying new ways of doing things. Know how and when to apply technical
solutions to problems. Share results of problem solving experiences with
others. Remain flexible in responding to organizational priorities.
Program Planning and Management: Anticipate work flow and take proactive
steps to balance work priorities. Understand the desired outcome of
assigned work and how it supports the Immigration and Refugee Programs
work. Identify the resources and assistance needed to complete assignments
and make sure they are on hand. Complete routine assignments on time,
making sure finished products are accurate and have expected quality.
Contribute ideas to effectively implement program plans and activities.
Keep others informed of work progress and any problems encountered. Take
initiative and complete independent work projects. Understand
organizational priorities and respect time sensitivity of work performance.
Assist others to complete priority work, or step in to handle work in their
absence.
Resource Building and Stewardship: Recognize resource building potential in
all interactions and be responsive and professional in providing
information. Use financial and material resources provided by the
Immigration and Refugee Program to their best advantage, including business
equipment and supplies. Demonstrate concern for natural resources in
carrying out work activities. Make the most of own time and resources to
maximize stewardship to the Immigration and Refugee Program. Respect one
another and relationships with staff, supervisors, managers, and program
participants.
Teamwork: Understand what a team is and what it does. Demonstrate a
willingness to work on a team. Understand own role on the team and how it
fits in to the overall results to be produced. Contribute skills,
knowledge, and ideas to team discussion and work. Accept accountability for
assignments made within the team and for producing results on time. Keep
team leader and members informed of work status. Demonstrate awareness of
what other teams do and how their work affects own team. Recognize and
respect the importance of work performed by other colleagues. Understand
organizational priorities and be willing to set aside own tasks to assist
others to complete high priority tasks.
 
 
How to Apply:
Send Resume to:
Church World Service
Office of Human Resources  KWL
P.O. Box 968
Elkhart, IN 46515
or fax to 574/266-0087
or e-mail to cwshr@churchworldservice.org
Application Deadline: Received by April 25, 2008
 
Organization Web Site: churchworldservice.org
 
Email replies to: cwshr@churchworldservice.org