Executive Administrative Assistant - Catholic Formation Job at Diocese of Manche

Job Type

Full-time

Description

POSITION: Executive Administrative Assistant - Catholic Formation FLSA: Non-Exempt

STATUS: Full-time

SECRETARIAT: Catholic Formation

INTRODUCTION:

The Bishop of Manchester is the visible principal and foundation of unity in the particular diocese entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.

Each position employed in the Diocesan Administration Building helps to extend the ministry of the Bishop in specific ways as outlined in the position description. All employees of the diocesan administration assist the Bishop of Manchester in serving the parishes, schools and institutions of the Catholic Church in New Hampshire.

This position reports to the Cabinet Secretary of Catholic Formation.

RESPONSIBILITIES: This position supports the Diocesan Directors of the Catholic Formation Secretariat by providing and coordinating administrative support. There are a variety of duties including database management, budget preparation & monitoring, written correspondence, responding to email/phone inquiries, reading and responding to written memos and inquiries, maintaining department schedules, monitoring project deadlines, maintaining meeting notes, minutes and records, assisting in drafting polices, forms, and communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Perform financial duties which include deposits, credits, parish billings, reimbursements, record management, and initiating invoices for supplies.

2. Assist with the promotion, planning and execution of various in person and virtual diocesan functions, events and Masses by creating fliers, drafting FlockNote correspondence, obtaining quotes for venues, arranging catering, and tracking event expenses.

3. Coordinate online registrations and payments for events and functions, generate nametags and assist at these events, which may include evenings and weekends.

4. Assist directors with budget preparation, recordkeeping, file maintenance, and mail distribution

5. Support Pastoral Associates Core Group, NH Diocesan Council of Catholic Women, Catholic Scouting, Engaged Couple Formation Team, Totus Tuus Programming, and Catholic Home School Liaison by assisting with event planning (produce fliers, draft FlockNotes, maintain database updates, assist with registration tasks and correspondence)

6. Ensure all supplies, books, and other materials to support retreat and ministry programs are ordered.

7. Coordinate with diocesan webmaster to update diocesan website with current contact and event information.

8. Maintain diocesan catechist and catechetical leaders' certification files and documentation.

OTHER DUTIES:

1. Assist other departments as required

2. Provide phone coverage as necessary

3. Attend special events as required

4. General office equipment maintenance

5. Other duties as assigned

Requirements

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

1. High school diploma or GED and prior experience performing secretarial duties, event planning is desired
2. Proficiency with full MS Office Suite, Access, Publisher, database management and internet search engines
3. Ability to produce basic financial reports and monitor budgets
4. Exceptional verbal and written skills
5. Ability to work independently and collaboratively with others
6. Ability to interact and maintain positive relationships with clergy, religious and laity, both within the Diocesan Administration and outside (parishes, schools, other institutions and general public) in a knowledgeable and tactful manner.
7. Maintain confidentiality

Due to the nature of this position, it is required that the incumbent be a practicing Roman Catholic who is registered and active in a parochial community.

ENVIRONMENT:

The venue of this position is a general office environment that is clean, well-lit and environmentally comfortable, with only minimal exposure to office solvents limited to those relative to copier equipment.

This position requires the ability to:

1. Occasionally move, lift and/or carry up to ten pounds

2. Reach at or above shoulder level and occasionally reach below shoulder level

3. Manipulate equipment and controls frequently, and occasionally grasp and handle some equipment

4. Travel throughout the diocese occasionally

5. Tolerate prolonged periods of sitting and/or standing and walking and tolerating prolonged periods working at the computer

6. Lift up to approximately 25 pounds to waist level whenever necessary

7. Tolerate prolonged periods of sitting and/or standing and walking and tolerating prolonged periods working at the computer