Administrative Assistant

3 days ago

Arlington, United States Catholic Diocese of Arlington Full time

POSITION SUMMARY:

The Administrative Assistant III performs a variety of senior-level, complex, and confidential administrative duties in support of the Office of the Episcopal Vicar for Clergy and the Director of the Diaconate Formation Program, which handles all matters related to incardinated, religious and extern clergy (priests, permanent deacons, and those in formation). The position works independently under general supervision as well as part of a team, composed of an additional administrative assistant and clergy healthcare coordinator, on special and ongoing duties and projects.

PRINCIPAL DUTIES:

  • Provides confidential administrative support to the Episcopal Vicar for Clergy including typing, transcribing, copying, scanning, answering phones, scheduling of appointments and conference rooms, filing, and preparation of correspondence as needed.

  • Prepares departmental budget for 6 cost center/accounting codes; provides accounting support in tracking of expenses for the department as well as priests on special assignment.

  • Facilitates the background investigation process for all priests and permanent deacons seeking permission for ministry by preparing and mailing correspondence and questionnaires to Bishops/Superiors and ensuring that the required documents are complete and in compliance with diocesan policies. Coordinates with the Offices of Child Protection and Victim Assistance to ensure that priests and permanent deacons are compliant with diocesan policies, including fingerprinting, social services investigation, and Virtus training. Coordinates with Human Resources for priests outside the Diocese of Arlington seeking ministry and residence in the Diocese.

  • Provides other offices as needed with clergy information, to include the coordination of priests’ benefits with Human Resources and Finance, historical assignment information to Victims’ Assistance, and editing of the diocesan directory for the Office of Communications.

  • Maintains clergy contacts and assignment information in the iMIS database and Outlook Public Folders for use by Chancery staff. Provides reports, lists, and labels; performs special research projects as needed by Chancery staff and other organizations, to include the CARA Report, Vatican Reports, Diocesan Directory, and Kennedy Directory.

  • Provides administrative support to the Bishop with letters/memorandums concerning highly confidential information regarding priest matters.

  • Provides administrative support to the Priest Personnel Board (transcribing, copying, and mailing of all highly confidential information concerning priest/deacon assignments). Provides all administrative support for the ordination/transfer of priest/deacon personnel.

  • Organizes educational seminars and programs for priests by coordinating with pastors and parish staff, preparing questions and information packages, securing venues, preparing documents, forms, and mailings, conducting follow-up, and processing payments.

  • Organizes all priest retreats and meetings/days of recollection, the Annual Priest Convocation, retreats for deacons, Holy Hours, and other events by securing venues, speakers, and confessors, working with retreat houses on reservations, schedules, catering, and set-up and clean-up activities, preparing invitations, forms, and mailings, conducting follow-up, and processing payments.

  • Maintains the personnel files of all clergy of the Diocese or ministering in the Diocese.

  • Maintains the letters of good standing provided for visiting clergy.

  • Organizes the Diaconate Formation Program for current candidates studying for the diaconate and tracks the additional men interested in applying to the program. Organizes and documents all required applications, recommendations, evaluations, medical forms, references, appointments, and course work. Organizes the annual retreat for the Candidates for the Permanent Diaconate by secure the venue, preparing invitations and forms, conducting follow-up, and processing payments. Prepares liturgical programs for diaconate rites of lector, acolyte, and candidacy.

  • Provides emails to all priests and deacons regarding urgent matters (i.e., death notices, funeral information, warnings, etc.).

  • Provides travel documents for priests and deacons travelling outside of the diocese, including letters of good standing, celebret cards, and other required forms.

  • Collects and disperses mail to priests on leave of absence or outside assignment.

  • Provides daily work direction, guidance, and training for Administrative Assistant II; ensures proper and efficient completion of all administrative tasks; fosters team communication and promotes a collaborative work environment.

RESPONSIBILITIES AND AUTHORITY:

Supervision Received

  • From Episcopal Vicar for Clergy

Physical Demands/Working Environment

  • While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
  • Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
  • Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
  • Work performed in and out of the office setting
  • Occasional evening and/or weekend work is required
  • Work performed in an individual, well-lighted office. The noise level is usually low. The space is wheel chair-accessible

QUALIFICATIONS:

  • Knowledge/Skills:
  • Ability to comprehend and apply specialized nomenclature, systems, and procedures specific to the Catholic Church
  • Extensive working knowledge of standard office administrative practices, procedures, and terminology
  • Proficiency in Microsoft Office Word, Excel and Outlook
  • Excellent written and oral communication skills, including proficiency in the rules of composition and grammar and the ability to adapt communications to the Episcopal Vicar’s “style”
  • Strong planning, organizational and time-management skills, including the ability to identify priorities, adapt when priorities shift, and meet deadlines
  • Detail and accuracy oriented
  • Excellent interpersonal skills with the ability to maintain enthusiasm and composure during times of high volume, tight deadlines, changing priorities, and/or stressful situations
  • Discretion and confidentiality
  • Active listener
  • Team player

  • Education Required: High school diploma or equivalent required; completion of some business college or equivalent course work preferred.

  • Years and Types of Experience: 3 ― 6 years in an administrative role with experience providing direct support to a senior-level executive.

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