Administrative Assistant

Description

The Administrative Assistant is support to the Director of Adult Ministry in the Secretariat for Laity, Family and Life. He/she will perform a variety of clerical activities to support the evangelical work of the secretariat, helping to ensure that its activities are successful in enkindling a deeper faith, forming leaders in Christ, and harmonizing ministries to the mission of the Catholic Church.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Produces documents, reports, and other media by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Organizes work by reading and routing correspondence, collecting information, and initiating telecommunications.
• Create event registration portals and manage registration processes in collaboration with Diocesan guidelines.
• Maintains department’s schedule by maintaining calendar, arranging meetings, conferences, teleconferences, and coordinate occasional travel arrangements.
• Researches ministry related information through the Internet and other communication sources.
• Maintains and organizes department files.
• Coordinates departmental meetings; records and distributes minutes and response letters to appropriate individuals. Compiles information for upcoming meetings.
• Completes requests by answering or referring inquiries via telephone and email; greets visitors; refers inquiries to appropriate person, entity, or outside agencies.
• Creates and updates brochures, flyers, invitations, programs, certificates, prayer aides, and other documents as needed.
• Maintains “customer” confidence and protects operations by keeping information confidential.
• Contributes to Faith Formation office goals by accomplishing additional work-related responsibilities as needed.
• Maintains department budgets; tracks expenditures and purchase orders; reconciles/processes payments and expense reports.

Requirements

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the Diocese.

EDUCATION AND EXPERIENCE

Associate’s degree preferred and three to five years of secretarial experience. Proficient in Microsoft Office. Bilingual in Spanish and English helpful, as is knowledge of the Catholic Church and its teachings. Must possess excellent writing skills and the ability to maintain confidentiality.