Administrative Assistant

Description

Purpose:

The Pastoral Center of the Diocese of Beaumont exists to foster evangelical energy and excellence so that our ministries, parishes, and schools can more fully proclaim that Jesus Christ is Lord. We do this through selfless service, joyful Christian witness and a willingness to grow.

Values:

Selfless Service:  A belief in the importance of our mission that is reflected in the performance of our duties.

1) On a daily basis, recalling the purpose of our mission.

2) Not allowing the challenges we face to hinder our dedication to Christ and His Church.

3) Willingness to be flexible with one’s time and schedule, and an availability to assist other departments when needed.

Joyful Christian Witness: Flowing from one’s relationship with Christ, we are called to exhibit a joyful attitude and respect for others.

1) Commitment to daily prayer and weekly adoration and/or mass.

2) Acknowledge the good work of others regularly.

3) Weekly examination of one’s actions and a humble acknowledgment of mistakes. 

Willingness to Grow: Openness to challenge ourselves with new ideas; growing in competence and confidence.

1) Ask for help when needed.

2) After a project ask for feedback and develop procedures for future reference.

3) Have open and receptive communication with other departments; be proactive.

SUMMARY 

Under the direction of the Chief Administrator-Pastoral Offices, the Administrative Assistant provides centralized administrative, operational, and project support for the Pastoral Offices

The position serves as a shared administrative resource supporting the work of pastoral ministries, parish services, commissions, committees, and diocesan initiatives. Responsibilities include communications, scheduling, records management, event support, financial processing, data management, and office operations.

While the position may support multiple staff members and initiatives, all work assignments, priorities, deadlines, and performance expectations are established by the Chief Administrator-Pastoral Offices.

REPORTING STRUCTURE AND WORK DIRECTION

The Administrative Assistant serves the Pastoral Offices as a centralized administrative resource.

The position reports directly and exclusively to the Chief Administrator-Pastoral Offices, who is responsible for:

• Assigning projects and responsibilities.
• Establishing priorities and deadlines.
• Balancing workload across Pastoral Offices functions.
• Resolving competing requests.
• Conducting performance evaluations.
• Providing ongoing supervision and professional development.

Staff members may request support within the scope of the position; however, collaborative working relationships do not constitute a supervisory relationship.

The Administrative Assistant is not responsible for independently resolving competing priorities among staff members, ministries, or projects. Questions regarding workload, priorities, or deadlines shall be referred to the Chief Administrator-Pastoral Offices.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

ADMINISTRATIVE OPERATIONS

• Provide comprehensive administrative support to the Pastoral Offices under the direction of the Chief Administrator.
• Welcome visitors and provide professional hospitality and customer service.
• Answer, screen, and route telephone calls, emails, and correspondence.
• Schedule meetings, appointments, and conferences.
• Coordinate calendars, meeting spaces, equipment, and logistical arrangements.
• Draft, edit, proofread, format, and distribute correspondence, reports, presentations, agendas, minutes, and other documents.
• Maintain electronic and physical filing systems in accordance with diocesan policies.
• Process incoming and outgoing mail.
• Maintain inventories of office supplies, forms, and administrative resources.
• Provide reception desk coverage as assigned.
• Appeal for Catholic Ministries contributions processing
• Maintain confidentiality regarding personnel, ministry, financial, and pastoral matters. 

COMMUNICATIONS AND INFORMATION MANAGEMENT

• Maintain accurate databases, contact lists, mailing lists, and ministry records.
• Assist with newsletters, announcements, publications, and digital communications.
• Support website, social media, and electronic communication updates as assigned.
• Prepare routine correspondence and information packets.
• Compile data and prepare reports for leadership review.
• Ensure proper records retention and archival procedures are followed.
• Assist with English-Spanish communications and translations when qualified to do so.

EVENT AND PROGRAM SUPPORT

• Provide administrative support for meetings, trainings, workshops, conferences, retreats, liturgies, and special events.
• Manage registrations using approved registration platforms.
• Prepare participant rosters, attendance reports, name tags, signage, and event materials.
• Coordinate hospitality arrangements, room requests, equipment needs, and related logistics.
• Maintain registration databases and participant records.
• Process event communications and follow-up correspondence.
• Assist with post-event evaluations and reporting. 

FINANCIAL AND RECORDS ADMINISTRATION

• Process invoices, purchase requests, reimbursement requests, income vouchers, and other administrative transactions.
• Maintain budget spreadsheets and expenditure records.
• Track grant expenditures and supporting documentation.
• Assist with preparation of financial and operational reports.
• Maintain accurate administrative records in accordance with diocesan policies and procedures.
• Refer discrepancies, approval issues, or unusual transactions to the supervisor. 

PROJECT AND MINISTRY SUPPORT

• Support administrative needs related to parish ministry consultation, pastoral outreach, formation programs, and other Pastoral Offices initiatives.
• Assist with project coordination and implementation activities.
• Maintain contact information for parishes, schools, volunteers, clergy, and ministry partners.
• Support communications and scheduling among diocesan entities.

CONTINUOUS IMPROVEMENT AND SPECIAL PROJECTS

• Assist in developing and maintaining standard operating procedures, templates, forms, and administrative workflows.
• Identify opportunities to improve efficiency, organization, communication, and service delivery.
• Support implementation of new technologies, systems, and administrative processes.
• Participate in organizational initiatives that support the Diocese's pastoral renewal and strategic priorities.
• Perform other duties and special projects as assigned by the Chief Administrator

SUPERVISORY RESPONSIBILITIES 

This position has no supervisory responsibilities. 

Requirements

QUALIFICATIONS 

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 essential functions.

EDUCATION and/or EXPERIENCE

An associate degree from a two-year college or technical school; two years of administrative or secretarial experience and training; or an equivalent combination of education and experience is required. The employee must demonstrate proficiency with Microsoft Office 365 applications, including Word, Excel, Outlook, PowerPoint, Forms, Loop, Planner, and be able to learn Canva, database systems, event-registration platforms such as RegFox, and other departmental software. The position also requires accurate data entry, spreadsheet maintenance, report preparation, document production, and the secure handling of confidential records.

LANGUAGE SKILLS 

Bilingual proficiency in English and Spanish is a plus. The employee must be able to read and comprehend instructions, correspondence, and memoranda; prepare clear and professional written communications; proofread materials for accuracy. When qualified to do so, the employee may assist with routine English-Spanish communications and translations.

MATHEMATICAL SKILLS 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

REASONING ABILITY 

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. 

CERTIFICATES, LICENSES, REGISTRATIONS

Must have a current valid Texas Driver’s License and must attend the Safe Environment Training and earn a certificate.

OTHER QUALIFICATIONS

A practicing Catholic in good standing is preferred. The successful candidate must understand and support the mission, teachings, and values of the Catholic Church and represent the Diocese of Beaumont well. The position requires a dependable self-starter who anticipates routine administrative needs, sets priorities, organizes work efficiently, follows assignments through to completion, meets deadlines, and seeks clarification when needed. The employee must be able to compose professional correspondence, minutes, and reports; establish and maintain orderly office systems consistent with diocesan guidelines; learn diocesan operations quickly; collaborate across departments; and work effectively under pressure without compromising accuracy or professionalism.

PHYSICAL DEMANDS

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.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The noise level in the work environment is usually moderate, typical of an office with computers and printers.

This is a full-time position. Regular office hours are from 8:00 am until 5:00 pm, Monday through Friday. Occasional evening and weekend work may be required to support diocesan meetings, events, and ministry initiatives.