Administrative Assistant

Office of Christian Formation
Administrative Assistant

Reports to: Director, Office of Christian Formation

FLSA: Hourly, Non-Exempt

Full Time, 37.5 hours per week

General Summary: The Administrative Assistant will provide administrative support in a fast-paced office with multiple areas of responsibilities. The ideal candidate will apply procedural, computer, and organizational knowledge with general office skills in support of the Director of Christian Formation. The Office of Christian Formation serves at the behest of the Diocesan Bishop and seeks to be a resource to all the entities of the diocese in all areas of formation.

Essential Duties and Responsibilities:

• Answer all telephone calls for the office, responding promptly to requests or follow up with the Director.
• Perform general office duties such as accurately typing and preparing correspondence, filing, paying bills, journal entries, deposits, printing, etc.
• Arrange facilities for meeting and programming, at the Catholic Center and at other locations throughout the diocese.
• Handle all administrative work for special events and ceremonies such as the Rites of Election, Faith Formation Days, Eucharistic Congress, Summer School of Theology. These include creation of brochures, handling registrations, preparing print programs, room assignments, food, budget, signage, stipends, reports, nametags, database entry, website updating.
• Reconcile monthly budget statements.
• Order supplies for the office and resources for parishes.
• Updates the office website.
• Provide administrative support to the Ministry Formation Office as determined by the Director of Christian Formation:

1. Monthly billing
2. Reconcile monthly budget statements

• Performing other related duties as assigned by the Director for the smooth running of the office and response to the needs of the diocese.
• The Administrative Assistant role calls for occasional night and weekend work with advanced notice given.

Knowledge, Skills, and Abilities Required

• High school diploma required. Two (2) years of college preferred with a concentration in business, education, or religious education studies.
• Minimum of 3-5 years of administrative assistant experience.
• Willingness to pursue further faith formation.
• Practicing Catholic in good standing and registered member of a Catholic parish faith community. The ability to respect, promote, accommodate, and not be in conflict with the mission, moral and social teachings, doctrines, and laws of the Roman Catholic Church.

• Demonstrated proficiency in all Microsoft Office applications.
• Administrative and general office procedures.
• Operation of standard office equipment.
• Accounts payable and receivable.
• General math proficiency.
• Writing and proofreading ability.
• Must be proficient in English both verbally and in writing.
• Bi-lingual in Spanish helpful.
• Ability to work collaboratively with Catholic Center and parish staff.
• Attention to detail.
• Ability to apply discretion and appropriate security measures in the handling of confidential information.
• Ability to balance many projects efficiently and with competence.
• Understands the decorum of a professional office and is able to work in this environment.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. Position may require the employee to travel and drive one's own vehicle to various diocesan locations when necessary.