ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our “promote from within” culture. We offer professional development, a comprehensive benefits package, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

JOB SUMMARY: The Bilingual Administrative Manager oversees key financial and administrative operations for the department, including procurement, accounts payable processes, inventory management, and the distribution of gift cards. This role serves as the primary liaison with Accounts Payable, ensures strong internal controls and audit-ready documentation, and coordinates onboarding and offboarding processes for new hires and internal transfers, as well as reimbursement requests. In addition, the Bilingual Administrative Manager provides Resource Navigation services to individuals seeking assistance, connecting clients with internal and external support. The position also serves as the backup Facility Emergency Response Coordinator (FERC) for the Montgomery County Family Center.

ESSENTIAL DUTIES and RESPONSIBILITIES:

1. Fiscal Oversight (80%)

  a. Manage the disbursement of Emergency Financial Assistance for four Programs: Navigator Program - Goal-Oriented Financial  Assistance; St. Leo Emergency Funding; Parish Partners; and Montgomery County Family Center

  b. Verify documentation, coding expenses accurately, and process payments through Reqlogic or Intercompany transfer.

  c. Track and reconcile emergency financial assistance payments; resolve discrepancies with finance, program management, and department leadership to ensure timely processing of client assistance.

  d. Serve as the department’s Reqlogic “Super User”. Responsible for:

  e. Oversee inventory, distribution, and tracking of gift cards and SmartTrip cards to ensure compliance with Catholic Charities policies.

  f. Monitor department-issued devices, software subscriptions, and cell phones to ensure correct billing and timely termination for departing staff.

  g. Maintain audit-ready documentation for financial assistance, reimbursements, and procurement activities.

  h. Identify process issues, discrepancies, and compliance concerns and collaborate with leadership on solutions.

2. Resource Navigation (10%)

  a. Serve as a primary point of contact for departmental communications; manage Newcomer Network Help inbox, St. Leo Help inbox, NN Administration inbox, and resolve all requests.

  b. Respond promptly to client inquiries via phone, email, and in-person, connecting individuals to internal and external resources.

  c. Serve as point of contact for NN requests received from Catholic Charities' “Get Help” email inbox.

  d. Enter departmental incident reports into the agency incident reporting database.

  e. Administer the department’s Uber rideshare account, reserve rides, and track receipts.

3. Office Operations (5%)

 a. Develop and maintain an inventory management system for department supplies.

 b. Coordinate onboarding and offboarding processes for new hires in the department in collaboration with HR, IT, and program leadership, including account creation (Paylocity, Case Worthy, Ring Central) device setup (cell phones, printers, and laptops) and software access (Adobe Software).

 c. Train staff on department-wide administrative procedures.

 d. Request and track agency resources, including name badges, building access cards, business cards, laptops, and cell phones.

 e. Coordinate the return of agency equipment and ensure timely termination of system access for departing staff.

4. Meeting & Governance Support (5%)

 a. Maintain an active Maryland Notary Public license and provide notarization services as requested.

 b. Serve as backup Facility Emergency Response Coordinator (FERC) for the Montgomery County Family Center, completing required training and fulfilling duties as needed.

 c. Schedule monthly management meetings and ad-hoc meetings; prepare and distribute meeting invitations and monitor attendance.

 d. Record, draft, and finalize meeting minutes for Deputy Director review. Upload and maintain official meeting documentation in designated SharePoint folders.

 e. Participate actively in departmental and program meetings, contributing to discussions related to operational processes and client service delivery.

5. Perform other job-related duties as assigned.

EDUCATION and EXPERIENCE:

• Bachelor's degree in business administration or related field.
• Three years of administrative, financial processing, or program support experience, preferably in a nonprofit environment.
• Experience in procurement, accounts payable, and inventory control.
• Maryland Notary Public license or willingness to obtain a license within three months of hire. 

SKILLS and COMPETENCIES:

• Bilingual (Spanish/English).
• Strong documentation, data entry and record-keeping ability.
• Time management skills and ability to multitask and prioritize work.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams, SharePoint). 

Benefits Package:

• Robust Professional development and training opportunities 
• Medical, prescriptions, dental and vision insurance
• Retirement savings plan with company match
• Company-paid and supplemental life insurance
• Short Term/ Long Term disability
• Group Life Insurance and AD&D
• Other Volunteer Insurance Benefits
• Flexible spending accounts
• Paid vacation, sick and personal leave
• 11 paid holidays
• Tuition reimbursement
• Employee referral bonus program 
• Parenting leave 
• Pet’s Insurance 

Work Schedule: Monday - Friday, 8:30 AM - 5:00 PM