Administrative Assistant, Development and Communications

Job Description

Job Type

Part-time

Description

POSITION : Administrative Assistant

FLSA : Non-Exempt

SECRETARIAT : Development and Communications

JOB TYPE : Part-Time

POSITION OVERVIEW :

Position primarily provides comprehensive administrative support to the Cabinet Secretary as well as team members. Support the Secretariat’s operations including meeting scheduling and planning, invoicing and reimbursements, data entry and reporting, correspondence and file maintenance, and attending to normal office duties and responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

General

• Process all invoices, payments, and reimbursements for Development and Communications including development service providers, all printing and / or publishing invoices, Parable contributors and contractors, digital news service payments, communications subscription services and software, and event vendors (photographers, caterers, etc.)
• Schedule and plan meetings and workshops at request of Secretary and management staff including meeting minute-taking and meeting set-up
• Organize and maintain digital and paper files of Secretariat; including all received and issued grants, contracts / agreements, photo permissions and licenses, and documents for archives
• Assist in online research of demographics, grants, surveys and other information and prepare reports as directed by Secretary
• Proofreading and / or copyediting correspondence, reports, etc.

Development

Communications

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED :

Associate’s degree in English, Communications, Business, Public Relations or related field; or equivalent work experience (3 years as administrative assistant)

Proficiency in digital office tools (i.e. Microsoft Office suite – Excel Outlook, Word, PowerPoint, Access); must have ability to run a mail merge for mailings or event nametags; must have ability to learn and use digital communications tools such as Microsoft Teams, grant databases, etc.; knowledge of Raiser’s Edge a plus

A working knowledge of the Catholic Church and structure

Excellent ability to organize multiple tasks and unparalleled attention to detail

Outstanding verbal and written communication skills

ENVIRONMENT

Office or cubicle in clean, well-lit and environmentally comfortable area

Approximately eighty percent of time spent in Diocesan Administration building; twenty percent visiting constituents, parishes, or attending meetings at other facilities

Occasional lifting and carrying of objects up to ten pounds

Frequent hand manipulation in the use of office equipment, processing of paperwork, etc.; minimal physical activity such as twisting, bending, kneeling required

Other physical activity generally limited to moving from one area to another within the building for approximately one hour per workday

Requirements