This job description explains the detail and general nature of the position; and overview of why the job exists and what the job is to accomplish.

Job purpose

The Administrative Assistant is primarily responsible for organizing all of the administrative activities that facilitate the smooth running of the office. Ensuring that office equipment is maintained, relevant records are up to date and that all administration processes work effectively and the office runs efficiently. This position is the primary administrative support for the Director and the office.

Duties and responsibilities

• Creating, maintaining and entering information into databases.
• Manage calendar, schedule and coordinate meetings and travel arrangements for the Director.
• Maintain office supplies for the department.
• Create forms, prepare correspondence for individual and mass mailings.
• Performs general administrative/office duties including: photocopying, scanning, faxing, mail distribution and filing.
• Answer calls and respond to inquiries; direct caller to appropriate staff member
• Prepare and modify documents including correspondence, reports, drafts, memos, certificates and emails.
• Compile reports as needed.
• Represent the organization in a professional manner.
• Participate in committee work and provide ideas and suggestions that promote and expand the office mission.
• Performs other duties as assigned.

Qualifications

• Education
  • High School Diploma/GED is required.
• Skills
  • 2+ years of hands on administrative support experience
  • knowledge of operating standard office equipment
  • excellent communication skills - written and verbal
  • strong interpersonal skills
  • ability to prioritize projects and strong problem solving skills
  • good research skills and attention to detail

• Abilities
  • Travel within five counties of the Archdiocese may be required.
  • Position is contingent on successful completion of a criminal background check.
  • Successful completion of mandatory Child Abuse Prevention trainings.

• Other characteristics such as personal characteristics
  • Working knowledge of and respect of Catholic faith and parish life is required.

• Experience
  • Proficient in Microsoft Office Suite.

Working conditions

This position is expected to be carried out Monday-Friday, 9:00 a.m. to 5:00 p.m. Evenings and weekends may be required.

Physical requirements

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.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tool or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 30lbs.

Direct reports

None.