Administrative Assistant

Description

 Job Summary: 

The Administrative Assistant is responsible for coordinating all administrative functions of the office and works directly with all professional staff.  The position reports to the Associate Director of Communications and operates with some latitude for the use of independent judgment and initiative. 

Ministerial Character

The Bishop is the visible principle and foundation of unity in the particular Church (the 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 Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description.  Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.  

Essential Job Duties:

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.

• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.

• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

Administrative support to the Secretariat team that includes but is not limited to the following:

• Process checks for external entities including freelance reporters, photographers and other vendors

• Process Post Office mailings.

• Reconcile and update designated databases upon receiving all returned mail.

• Manage RSVP databases for Communication events through Airtable, Give Central, eCatholic, etc.

• Assist in the coordination of staff and committee meetings.  

• Record and transcribe proceedings during meetings.

• Assist with the coordination of off-site events including Lumen Gentium, Administrative Staff retreat, and other diocesan initiatives as assigned. 

• Assist the print shop with order entries and department coding.

• Manage all print distribution requested by Communications to parishes/apostolates.

• Process / reconcile AMEX accounts for director-level employees.

• Order, process invoice payments, reconcile billing, receive and manage all breakroom/kitchen supplies.

• Support processes for Parish Profile information, Mass Attendance information, etc., including the development of documents for the Office of the Vicar General.

• Manage Mailchimp Distribution lists.

• Support social media and Friday Message Calendar content management.

• Maintain media contacts and news placements from our media monitoring service.

Front Office support that includes but is not limited to:

• Primary backup to front-office receptionist that includes lunch/break and vacation coverage as needed.

• Order and maintain inventory/supplies.

• Processes /distributes mail as necessary.

• Other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of the structure and basic teachings of the Roman Catholic Church.

• Skill in operating position-appropriate technology, including various word-processing and spreadsheets, database programs, web pages and other standard office equipment and technology.

• Ability to provide excellent customer service and work effectively with staff, clergy, religious, to donors and supporters.

• Ability to organize, prioritize and use effective time management techniques.

• Ability to carry out multiple tasks and meet deadlines.

• Ability to process and maintain confidential information.

• Ability to follow instructions furnished in verbal or written format.

Minimum Qualifications:

Education and Trainings:

• High School Diploma or GED acceptable to Texas Education Agency.

Experience:

• Two (2) years of full-time wage-earning experience in administrative support.

Language Requirement:

• English (proficient in conversing, reading, and writing).

• Spanish (proficient in conversing, reading, and writing). Preferred but not required.

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver’s license.

• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

Working Conditions:

• All employees of the Diocese of Austin are engaged in ministry and closely tied to the Bishop in the exercise of his ministry and obligations to the church. 

• The Diocese of Austin is an at-will employer.

• All buildings and vehicles owned by the Diocese of Austin are tobacco-free.

• Working in a fast-paced environment with priorities and plans that may change rapidly.

• Working on weekends, evenings and some holidays may be required.

• Will be exposed to religious ceremonies, conduct, and speech including Catholic Christian prayer and liturgical celebrations. 

• Will be required to adhere to established dress codes, and conduct standards.

• May be required to use personal or diocesan vehicles to drive to parishes or other off-site locations.

• Traveling within and outside the diocese to meetings and other events may be required, and travel may include overnight lodging.