Delivering Food, Shelter, and Hope to the Poorest of the Poor.


Position Title: Clerical Assistant
Department: Communications & Creative Services
Reports to: Manager of Communications & Creative Services

Education or Certification Requirements: Associate’s degree or any combination of training and/or experience equivalent to the completion of an Associate’s degree.

Experience Requirements: Minimum of 2 years of administrative or coordinator experience in marketing/office management.

Position Summary: We are a local ministry with international reach seeking a Clerical Assistant to support our Communications and Creative Services Department.

The Clerical Assistant will report to the Manager of Communications & Creative Services and will be key for providing clerical support to the department. This includes being responsible for maintaining highly detailed libraries and databases of information (both hard copy and digital) up to date which our department regularly relies on. The Clerical Assistant will also handle incoming and outgoing mail, compose, type and distribute correspondence and work on special projects as needed.

The individual must be very task oriented, compulsively organized and detailed with an analytical eye.

Knowledge, Skills & Abilities Required/Preferred:
  •  •  Must be extremely detailed and obsessively organized.
  •  •  Must be logical, analytical thinker with excellent problem solving skills.
  •  •  Must be able to analyze photos for marketing purposes.
  •  •  Must be proficient in PC-based environment (Windows Explorer, MS Word, MS Excel, Outlook).
  •  •  Ability to work with minimum supervision.
  •  •  Excellent time management skills and the ability to multitask.
  •  •  Should be a proactive self-starter with the ability to work independently. Need strong ability to set priorities, solve problems, and be resourceful under pressure.
  •  •  Comfortable interacting with executive level management.
  •  •  Bilingual preferred; at a minimum, the ability to understand and to make oneself understood to all Spanish, Creole or French speaking individuals.
  •  •  Possess a positive attitude and be a proven team player and have the ability to assist other departments when needed.
Primary Duties:
  •  •  Provide administrative and marketing support for Marketing Manager, Administrative Coordinator and other team members.
  •  •  Organize and maintain various electronic libraries, catalogs and content management systems (Library/Photobase/Audio).
    •    ○  File reports, budget info, stories, etc. that come in from Projects Dept.
    •    ○  File donor updates and completed project proposals.
    •    ○  Acquire and file trip reports from Projects Dept. and staff writers.
    •    ○  Acquire, add keywords and file photos that come in from the field.
  •  •  Personalize existing donor updates and proposals using design software.
  •  •  Video logging and transcription (process where video footage in watched/labeled/logged/transcribed according to its content).
  •  •  Audio logging and transcription.
  •  •  Organize and maintain hard copy filing system.
  •  •  Prepare monthly credit card expense reports for manager approval; including coding.
  •  •  Regularly update critical spreadsheets with most recent data (Fund Report for zzList) and communicate when projects are fully funded to appropriate staff.
  •  •  Create, maintain and manage “Pull-Up Banner” database of photos and corresponding stories so that it is kept up to date.
  •  •  Maintain/order office supplies as directed.
Secondary Duties:
  •  •  Research outside services/vendors as needed.
  •  •  Document management – maintaining spreadsheets as needed.
  •  •  Update yearly project proposals under the supervision of the Marketing Administrative Coordinator.
  •  •  Cross-trained to assist in the trafficking of direct mail appeals internally and to appropriate staff.
    •    ○  Keep all direct mail routing on target date schedule to ensure timely production.
    •    ○  Communicate all necessary edits to outside direct mail agency.
    •    ○  Verify/Confirm that final edits have been made prior to press date.
  •  •  Type correspondence, memos, charts, tables, etc.
  •  •  Basic office filing and maintenance.
  •  •  Other duties as assigned.
Application Process:
Please submit your resume by email to and include the title of the position in the subject line. Please be sure to include a cover letter detailing your spiritual background.

Cross Catholic Outreach is a Christian ministry and provides excellent employee benefits. We are a Christian Humanitarian Aid Agency assisting the poorest of the poor around the world. Please visit our web site to learn more about the mission, vision, statement of faith and core values of our organization.

Cross Catholic Outreach

2700 N. Military Trail, Suite 240

PO Box 273908

Boca Raton, Florida 33427-3908


Cross Catholic Outreach is a 501c3

CCO Background Stats 2016