Administrative Assistant for Development & Communications and Catholic Faith Formation

Description

POSITION: Administrative Assistant

FLSA: Non-Exempt 

SECRETARIAT: Development & Communications and Catholic Faith Formation

JOB TYPE: Full-Time 

INTRODUCTION:  

The Bishop of Manchester is the visible principle and foundation of unity in the particular 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 Diocesan Administration Building helps to extend the ministry of the Bishop in particular ways as outlined in the position description.  All employees of the diocesan administration assist the Bishop of Manchester in serving the parishes, schools and institutions of the Catholic Church in New Hampshire. 

This full-time position reports directly to the Cabinet Secretaries of Development and Communications and Catholic Faith Formation and provides administrative and operations support to the Secretariats. 

POSITION OVERVIEW: 

This support position primarily provides administrative, secretarial, consultative, record, correspondence, and reception services to encourage, promote, support, and strengthen the goals and objectives of the various departments located at the Diocesan Administration Building, including primarily Development, Communications, and Catholic Faith Formation.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Schedule appointments, arrange and prepare for meetings/special events
2. Transcribe and distribute meeting minutes for various departments
3. Respond to telephone inquiries and/or make referrals to appropriate party
4. Provide full range of mail services (sorting, distributing, labeling, bulk mailing)
5. Coordinate the processing of vendor vetting, set-up, ordering, and invoice payment
6. Complete and submit expense reimbursement requests
7. Database entries and research (i.e. Raiser's Edge)
8. Assist to create, proof, issue, and file correspondence and reports; including for donors, pastors, and/or sending of e-newsletters
9. Provide support to in-person, virtual, and off-site events
10. Coordinate Diocesan Digest entries with directors for approval by Vicar
11. Organize and maintain digital and paper files including all received and issued grants, contracts/agreements, photo permissions and licenses, and documents for archives
12. Prioritize and complete projects and assignments as directed by and in support of the department leaders

OTHER DUTIES:

1. Perform other office tasks as assigned
2. Occasionally provide support for Diocesan Parishes and Schools as needed

ENVIRONMENT: 

1. General office, clean, well lit, and environmentally comfortable
2. Minimal exposure to chemicals related to copier equipment and general office solvents
3. Position requires working at desk during majority of workday with some need to stand and/or walk
4. Lifting/carrying of objects weighing up to 20 pounds is required
5. Frequent hand manipulation to operate controls is required

Requirements

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED: 

EDUCATION:

1. Associate’s degree preferred. Equivalent years of experience considered.

EXPERIENCE:

1. 2+ years as an administrative assistant at an organization with an excess of 20 employees preferred

SKILLS:

1. Advanced level ability in the use of technology including Microsoft 365 - word processing, spreadsheet, database, PowerPoint, and internet programs including virtual meeting platforms
2. Must be comfortable using Microsoft Teams
3. Experience with mail merges, taking minutes, and transcribing for various boards
4. Ability to communicate well, both verbally and written English
5. Ability to interact with clergy, religious, and laity, both within the Diocesan Administration Building and outside (parishes, schools, other institutions, and general public) in a knowledgeable and tactful manner

Due to the nature of this position, it is desirable that the individual be understanding and respectful of the positions of the Roman Catholic Church.