Administrative/Liturgical Assistant Job at Archdiocese of Newark in Newark

POSITION DESCRIPTION

Position: Administrative/Liturgical Assistant

Department: Office of Divine Worship

Reports To: Director, Liturgy Formation Program & Resources

Classification: Non-Exempt

General Description

The Administrative/Liturgical Assistant provides secretarial skills required to support the Office in striving to improve the liturgical life of the Archdiocese. Communicates with publishers and retail providers to obtain relevant liturgical resources. Informs the Director of current publications which may be of interest to liturgists of the Archdiocese. Markets, sells and ships liturgical books and resources. Assists with assigned Archdiocesan events at the Cathedral Basilica as usher coordinator and minister of hospitality.

Specific Duties/Responsibilities

The following specific responsibilities are representative of the duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.

Administrative Assistant Functions:

• Opens and routes incoming mail, answers correspondence, and prepares outgoing mail.
• Prepares final version of correspondence or reports from typed, transcribed, or handwritten drafts.
• Composes and sends routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Answers and screens telephone calls.
• Greets and assists visitors.
• Coordinates and arranges meetings, prepares agendas, records and transcribes minutes of meetings, if necessary.
• Makes copies of correspondence or other printed materials for distribution as needed.
• Prepares outgoing mail and correspondence including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Participates in general staff meetings and is responsible for taking of minutes.
• Records and invoices workshop registrations.
• Processes mandates for Extraordinary Ministers of Holy Communion.
• Handles accounts receivables and processes all incoming checks/payments to the office.
• Generates all parish RCIA Adult Sacramental Data.
• Maintains records of income for workshops, books, etc. for department funding.
• Administers all parish liturgical books inventory and orders.
• Manages Worship Office resources.
• Administers handling of all seasonal book purchases.
• Communicates and corresponds with manufacturers and outside vendors
• Handles heavy volume book orders received through year-round purchasing.
• Manages book sales operation for the Worship Office at all archdiocesan workshops.
• Deals with seasonal tasks as well as ongoing daily routine.
• Administers data and generates databases for book sales.
• Prepares, issues, and sends out receipts, invoices, statements and follow up on delinquent accounts.
• Resolves and corrects complaints.
• Other duties as assigned.

Liturgical Assistant Functions:

• Assists with the following annual Archdiocesan Cathedral Basilica events:
  • Blue Mass
  • Chrism Mass
  • RCIA
    • Call to Continuing Conversion
    • Rite of Election
  • Rehearsal for Deacon/Priesthood Ordinations
  • Deacon Ordination
  • Priesthood Ordination
  • Other special events as necessary
• In the capacity of:
  • Usher coordinator
    • For hospitality
    • For communion procession
    • For reserved seating/ticketing
  • RCIA Registration
  • Supervision of seminarian ushers
  • Rehearsal and training of ushers
  • Security liaison
• Other duties as assigned.

Qualifications/Skills

• Proficiency in Microsoft Word, Excel, and FileMaker Pro
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Friendly and welcoming demeanor when interacting with visitors
• Spanish language proficiency is a plus

Education and/or Experience (Preferred)

• High school diploma or certificate from an accredited secretarial school
• Five years of clerical experience

Physical Demands

The physical demands 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.