Administrative Assistant, Office for Civil Affairs bei Pastoral Center

Description

Company: Diocese of San Diego

Location: 3888 Paducah Dr, San Diego, CA 92117

Reports to:  Director for Office for Civil Affairs 

Employment Type:  Full-time (35 hours/week)
FLSA Status: Non-Exempt

Salary Range: $20 - $23/hr.

Summary

The administrative assistant provides administrative support to the Director of Civil Affairs, as well as other administrative offices, by handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. 

Primary Responsibilities

• Perform standard clerical functions such as answer phone calls, take messages, and/or redirect calls that involve a wide range of inquiries that are sometimes sensitive in nature.
• Greet visitors and determine whether they should be given access to specific individuals.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Organize and maintain Civil Affairs files; file and retrieve documents, records and reports.
• Provide communication support including but not limited to spoken communication in person and by phone as well as written communications by letter, email and fax.
• Manages calendar items and meeting scheduling, set-up and coordination.
• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Develop and utilize historical information; provide retrieval of information.
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Compiles information from a variety of sources to prepare standard and ad hoc reports and exhibits. Assembles materials and prepares detailed exhibits for reports, presentations, special projects and other office related activities.
• Maintains records, tracks and logs data as needed.
• Creates expense reports and manages receipts for the same.
• Prepare check requests.
• Uses discretion and treats information with utmost of confidentiality.
• Occasional off property tasks and errands
• Other duties as assigned.

Collaboration with Other Offices

• Manage CMG for Parishes by staying in constant communication with the CMG coordinator, Selection.com, other CMG admins at the diocese, site admins across the diocese and certifying individuals who are volunteers/employees.
• Assist Offices of Stewardship and Finance with gift recognition correspondence, Stock Donations, IRA Donations, Cash donations and various other donations given to the diocese for different entities and prepare correspondence for review.
• Assist Office of the Chancellor with maintenance of parish sacramental archives
• Provide administrative support to other Offices on as needed and when available basis

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Familiar with the structure and practices of the Roman Catholic Church.
• Strong MS Office experience (Word, Excel, Access).
• Technical Capacity.
• Communication Proficiency.
• Effective Time Management.
• Collaboration Skills.
• Flexibility.
• Problem solving ability.

Other Skills and Abilities

• Bilingual (English/Spanish) a plus.
• Five years of administrative assistance experience preferred.

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a phone system. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the pastoral center facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Catholic Diocese of San Diego is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.