PURPOSE:

The Administrative Assistant serves as the first point of contact for the Office for Catechetical Formation, provides support to the Director and Associate Director and manages secretarial and administrative duties of the office.

ESSENTIAL FUNCTIONS

• Screens and forwards all calls and emails that come to the office and warmly welcomes all visitors- Directs calls to the proper person, answer questions from callers if applicable; takes and distributes messages.
• Maintains appropriate office flow by performing a variety of administrative and clerical tasks.
• Prepares and organizes materials for in-house meetings, makes necessary meeting arrangements, and provides support for Director as needed for a variety of projects.
• Speaks on behalf of the Director in handling complaint calls needing attention at the local level and interacts with other Diocesan staff concerning the business of the Office for Catechetical Formation.
• Prepares individual and multi-merge correspondence.
• Maintains the Directory of Parish Religious Education Programs, email lists, and committee lists in current and up-to-date status.
• Coordinates the preparation of the agenda and calendar for the weekly staff meetings.
• Maintains inventory and supplies for daily operations and special projects.
• Orders office supplies or requests as needed by Professional staff in a timely fashion.
• Prepares check requests, deposit slips, and mileage vouchers for office expenses.

• Assists Professional Staff with projects, meetings, conferences, and retreats.
• Assists (upon occasion and on location) with special events, professional development days, workshops and seminars at the request of the Director
• Gathers information on attendance, processes payments, and stipends.
• Arranges for conference rooms, parking requests, make copies, and gather other materials needed for meetings.
• Performs all clerical duties associated with projects.
• Maintains updated office files.

OTHER DUTIES AS ASSIGNED:

• Oversees award registrations for the Mass for Religious Education and assists with other duties as assigned
• Oversees registration for Catechetical Convocation and assists with other duties as assigned.
• Oversees registration for PDCARE Gathering in Avalon and assists with other duties as assigned.
• Coordinates registrations for Professional Development activities, create invoices, deposit monies, and submits check requests.

• Creates and/or provides editorial support to the professional staff as needed, for booklets, resource materials, etc.
• Maintains the Catechetical Certification Database (30,000 + records)
  • Enters course record information into database for Catholic Elementary school teachers and parish catechists.
  • Annual audit of database and reports missing records to Director.
  • Answers questions concerning credits and catechetical certification for schools and parish religious education programs.
  • Sends certification certificates and catechetical records to Catholic Elementary school teachers, school principals, D/CREs, and parish catechists after completion of requirements.
  • Sends principals school faculty staff catechetical records upon request.
  • Assists the Superintendents of the Office of Catholic Education with their certification requests.
  • Assists the Director and Associate Director with the New Teacher Orientation/Induction as needed.

QUALIFICATIONS:

• High school diploma with three years of experience in a progressively responsible administrative or secretarial position; or equivalent combination of education and experience.
• Proficient with multiple software programs including MS Office Suite and Google Apps.
• Experienced in working with a database.
• Organized, detail-oriented, and works with ease in a multi-task environment.
• Knowledgeable of and skilled with usual office equipment.
• Excellent written and oral communication skills.
• Excellent interpersonal and customer service skills with comfort in handling difficult phone calls.
• Professional in both demeanor and appearance.
• Ability to coordinate office activities with candor and respect.
• Ability to travel throughout the footprint of the Archdiocese of Philadelphia.
• A valid driver's license.
• A knowledge of Spanish is preferred.

• Excellent time management skills

THE PHYSICAL REQUIREMENTS OF THIS POSITION:

• Sedentary work: Exerting up to 10 pounds of force occasionally and /or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.