Office Manager Assistant

Job Title - Office Manager Assistant

Reports To - Office Manager (Indirect support to Executive Director and professional staff)

Job Purpose

The Office Manager Assistant provides day-to-day administrative, clerical, and operational support to ensure the smooth functioning of the Diocesan Council Office. This role supports the Office Manager in serving staff, Vincentians, donors, volunteers, and neighbors in need with professionalism, compassion, efficiency, and confidentiality while helping maintain accurate records, organized workflows, and a welcoming office environment.

Duties and Responsibilities

Daily

• Perform general clerical duties including photocopying, scanning, filing, mail preparation and distribution, and maintaining organized office records.
• Answer phones promptly and courteously, directing calls appropriately and providing high-quality customer service to neighbors in need, Vincentians, donors, volunteers, and partners.
• Maintains the automated phone system and phone tree to assure that information provided on the automated line is accurate. Assures that all voicemail is set up for each person/position in the phone tree.
• Monitor and respond to general inboxes as assigned (e.g., info@ssvdp.org), escalating items to the Office Manager as appropriate.
• Opens all mail received from the Office Manager and distributes items as appropriate.
• Work with the Office Manager to verifies bills and other payables.
• Collect W-9 documents for new vendors.

· Prepare paper checks as needed for signature, at the direction of the Office Manager.

· Assist with payroll tasks as assigned.

• Assist with preparation, sorting, and filing of vouchers and other financial or program documentation.

· Review used vouchers to confirm that they were rung up in POS correctly.

• Support the Office Manager with calendar coordination, meeting logistics, and routine correspondence.
• Maintain office supply inventory and assist with ordering supplies as needed.
• Uphold strict confidentiality and professionalism when handling sensitive information.

Weekly

• Assist with tracking and organizing expense documentation, mileage logs, reimbursements, and other routine financial records.
• Support voucher tracking, data entry, and reconciliation activities under the direction of the Office Manager.
• Log and prepare paper checks for deposit and supporting documentation as assigned.
• Assist with data entry and updates to databases, contact lists, and internal tracking spreadsheets.
• Provide logistical and administrative support to conferences and staff as requested.
• Assist with store till counts and bank deposits as assigned.

Monthly

• Assist with organizing and tracking monthly reports, conference submissions, and related documentation.
• Support the maintenance of stakeholder and membership contact lists.
• Help prepare invoices, mailings, and reports related to vouchers or conference activity, as assigned.
• Assist with distribution and tracking of CapMetro bus passes or similar programs.

As Required

• Provide administrative support for meetings, trainings, and events, including room setup, materials preparation, sign-in sheets, and follow-up.
• Assist with basic coordination of facilities-related needs and vendor access, as directed by the Office Manager.
• Support preparation of presentations, reports, and correspondence using Microsoft Office.
• Serve as a backup point of contact for routine office operations during the Office Manager’s absence.

Qualifications

• Minimum of 1–2 years of administrative or office support experience, preferably in a nonprofit, faith-based, or service-oriented organization.
• High school diploma required; Associate Degree or administrative certification preferred.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks in a busy office environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google (Gmail, docs, Drive, etc.); comfort with databases and data entry.
• Excellent interpersonal, written, and verbal communication skills.
• Demonstrated ability to work with compassion, professionalism, and respect for people from diverse backgrounds.
• Ability to maintain confidentiality and handle sensitive information with discretion and integrity.
• Willingness to complete and maintain Diocese of Austin Ethics and Integrity in Ministry (EIM) training and pass a background check.
• Comfortable working in a Catholic, faith-based environment and supportive of the mission and values of the Society of St. Vincent de Paul.

Working Conditions

• Non-exempt (or Exempt, depending on classification)
• Some evening or weekend hours may be required for meetings or events (limited and scheduled in advance).
• May involve lifting up to 25 lbs., standing, walking, sitting, and working in both indoor and limited outdoor environments.
• Regular interaction with volunteers, neighbors in need, staff, and visitors in a moderately active office setting.

Benefits

• Paid Time Off
• Medical Insurance

Pay: $15.00 - $18.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience:

• administrative or office support: 1 year (Preferred)

Ability to Commute:

• Austin, TX 78758 (Preferred)

Work Location: In person