Administrative Assistant - Archives (Pastoral Center)

The Diocese of Palm Beach Pastoral Center located in Palm Beach Gardens, FL is searching for a full time Administrative Assistant - Archives.

The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese of Palm Beach offers a competitive benefits package to employee’s working 30 or more hours per work week consisting of comprehensive medical, vision, dental, LTD, group life insurance, optional life insurance. The diocese also provides a 403(b)-retirement plan to all employees. Information on our benefits and retirement programs can be found here (https://www.diocesepb.org/employment-center/employee-benefits/).

Position Summary:

The Administrative Assistant – Archives is responsible for the organization, preservation, cataloging, and management of the Diocese's archival collections and historical records. This position supports the mission of the Diocese by safeguarding its documentary heritage, ensuring records are preserved for future generations, and providing research assistance to diocesan staff, clergy, parishes, and approved researchers. Administrative support functions are performed as needed to ensure the efficient operation of the Archives Office.

Essential Duties and Responsibilities:

• Organize, catalog, and preserve diocesan archival records and historical documents.
• Maintain archival databases, inventories, and filing systems.·
• Scan, digitize, and index archival materials.
• Process records received from diocesan offices, parishes, and schools.
• Assist with records retention and document preservation.
• Respond to approved research and information requests.
• Maintain confidentiality of sensitive and sacramental records.
• Provide general administrative support, including answering phones, preparing correspondence, scheduling appointments, and maintaining office files.

Qualifications:

• Associate degree in Business Administration, Office Administration, or a related field preferred; equivalent education and experience will be considered.
• Minimum of two years of administrative experience.
• Knowledge of archival principles and best practices, including organizing, cataloging, preserving, and retrieving historical records and documents.
• Experience working with archival collections, digital recordkeeping systems, and maintaining accurate inventories is highly desirable.
• A practicing Catholic in good standing is preferred.
• Previous administrative support experience preferred.
• Knowledge of standard office equipment, including multi-line telephone systems, computers, printers, copiers, scanners, and related technology.
• Proficiency in MS Office Suite, including Word, Excel, Outlook, and Internet.
• Excellent and professional telephone manner and interpersonal skills.
• Ability to work effectively with Diocesan employees, departments heads, representatives of other agencies and the general public.
• Ability to multi-task, work independently and make responsible judgment calls.
• Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality and able to exercise discretion and good business judgment
• Strong organizational skills
• Working knowledge of office equipment (phones, computers, printers, fax, scanner)
• Reliable insured vehicle and ability to travel to locations within the Diocese of Palm Beach

Physical Requirements:

• Occasionally lift and carry items weighing up to 15 pounds.
• Occasionally lift and carry items weighing between 15 and 44 pounds.
• Frequent use of hands and fingers for typing, filing, and operating office equipment.
• Frequent periods of sitting while performing administrative and computer-based work.
• Occasional moments of minimal and routine hearing

The above is intended to describe the general context of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

To apply, download and complete the Employment Application (https://www.diocesepb.org/employment-center/employment-applications.html) and submit along with the following:

• Resume that includes personal email and cell phone number
• Salary requirements
• List of references

to the attention of Gretchen Wood, Human Resources Coordinator

Via US Mail: Diocese of Palm Beach

9995 North Military Trail

Palm Beach Gardens, FL 33410-9650

Via Fax: (561) 775-9575

• Via Email: careers@diocesepb.org

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person