Administrative Assistant

Administrative AssistantThis support position primarily provides administrative, secretarial, consultative, record, correspondence, and reception services to encourage, promote, support, and strengthen the goals and objectives of the various departments located at the Diocesan Administration Building, including primarily Development, Communications, and Catholic Faith Formation.Essential duties and responsibilities include:Schedule appointments, arrange and prepare for meetings/special eventsTranscribe and distribute meeting minutes for various departmentsRespond to telephone inquiries and/or make referrals to appropriate partyProvide full range of mail services (sorting, distributing, labeling, bulk mailing)Coordinate the processing of vendor vetting, set-up, ordering, and invoice paymentComplete and submit expense reimbursement requestsDatabase entries and research (i.e. Raiser's Edge)Assist to create, proof, issue, and file correspondence and reports; including for donors, pastors, and/or sending of e-newslettersProvide support to in-person, virtual, and off-site eventsCoordinate Diocesan Digest entries with directors for approval by VicarOrganize and maintain digital and paper files including all received and issued grants, contracts/agreements, photo permissions and licenses, and documents for archivesPrioritize and complete projects and assignments as directed by and in support of the department leadersOther duties include:Perform other office tasks as assignedOccasionally provide support for Diocesan Parishes and Schools as neededThe environment includes:General office, clean, well lit, and environmentally comfortableMinimal exposure to chemicals related to copier equipment and general office solventsPosition requires working at desk during majority of workday with some need to stand and/or walkLifting/carrying of objects weighing up to 20 pounds is requiredFrequent hand manipulation to operate controls is requiredRequirements include:Education, experience, and skills required:Associate's degree preferred. Equivalent years of experience considered.2+ years as an administrative assistant at an organization with an excess of 20 employees preferredSkills:Advanced level ability in the use of technology including Microsoft 365 - word processing, spreadsheet, database, PowerPoint, and internet programs including virtual meeting platformsMust be comfortable using Microsoft TeamsExperience with mail merges, taking minutes, and transcribing for various boardsAbility to communicate well, both verbally and written EnglishAbility to interact with clergy, religious, and laity, both within the Diocesan Administration Building and outside (parishes, schools, other institutions, and general public) in a knowledgeable and tactful mannerDue to the nature of this position, it is desirable that the individual be understanding and respectful of the positions of the Roman Catholic Church.