POSITION SUMMARY:

The Administrative Assistant III performs a variety of senior-level, complex, and confidential administrative duties in support of the Office of the Bishop. This position works independently under the general supervision of the Vicar General as well as part of an administrative team on special or ongoing duties and projects.

PRINCIPAL DUTIES:

• Receives and assists/refers incoming visitors.

• Receives, screens, and directs incoming telephone calls and voicemail messages; responds directly to routine calls/voicemails.

• Receives, opens, date stamps, reviews, and directs incoming correspondence, including faxes and email; responds directly to correspondence containing routine inquiries.

• Performs routine administrative duties, including photocopying and scanning materials and preparing correspondence, briefs, reports, memos, letters and other documents using word processing, spreadsheet, and database or presentation software.

• Establishes, retrieves, and maintains department and subject files.

• Drafts outgoing letters and emails on behalf of the Bishop. Proof reads and edits all outgoing correspondence under the Bishop’s signature for accuracy in grammar and formal style.

• Organizes and maintains records of all correspondence from the Office of the Bishop.

• Directs and tracks internal correspondence between the Office of the Bishop and the various departments of the Chancery; organizes and maintains a response tracking system for action items and provides timely follow up on such items.

• Provides meeting support, including the handling of meeting logistics, preparing and issuing invitations, keeping invitees apprised of any changes, and distributing agendas.

• Assists with the coordination of the Confirmation Schedule throughout the Diocese of Arlington; receives and reviews information from parishes regarding Confirmation liturgies.

• Processes expense reimbursement reports, disbursement vouchers, deposits and bankcard statements.

• Maintains an inventory of office supplies, letterhead and other collateral material.

• Other duties as assigned by the Bishop and the Vicar General, including but not limited to:
• Occasional assistance with maintaining the Bishop’s calendar of meetings/appointments; scheduling/rescheduling meetings/appointments; and arranging and maintaining the schedule of reservations for conference rooms.
• Occasional assistance with the coordination of travel arrangements.

QUALIFICATIONS:

• Knowledge/Skills:
• Ability to comprehend and apply specialized nomenclature, systems, and procedures specific to the Catholic Church
• Extensive working knowledge of standard office administrative practices, procedures, and terminology
• Proficiency in Microsoft Office Word, Excel and Outlook
• Excellent written and oral communication skills, including proficiency in the rules of composition and grammar and the ability to adapt communications to the Bishop’s “style”
• Strong planning, organizational and time-management skills, including the ability to identify priorities, adapt when priorities shift, and meet deadlines
• Detail and accuracy oriented
• Excellent interpersonal skills with the ability to maintain enthusiasm and composure during times of high volume, tight deadlines, changing priorities, and/or stressful situations
• Discretion and confidentiality
• Active listener
• Team player

• Education Required: High school diploma or GED certificate required; completion of some business college or equivalent course work preferred.

• Years and Types of Experience: 3 ― 6 years’ in an administrative role with experience providing direct support to a senior-level executive.