Staff Assistant

1 month ago

Washington, United States United States Conference of Catholic Bishops Full time
Job DescriptionJob Description

Position Description

The (bilingual) Staff Assistant provides secretarial, clerical and general office support services to the Executive Director and other staff members of the Department of Cultural Diversity in the Church in order to enable effective office operations as they implement programs and projects of the various committees. The (bilingual) Staff Assistant also provides English-to-Spanish and Spanish-to-English translation services in supporting the work of the department. The (bilingual) Staff Assistant collaborates with one other support staff member in carrying out similar job responsibilities. Contributes to the Bishops’ strategic plan for the Conference. Demonstrates willingness and ability to understand, respect, and contribute to the USCCB mission and to fulfill job duties in accordance with its Catholic identity.

Responsibilities

General office responsibilities:

  • Prepares routine correspondence in English and Spanish
  • Assists in the preparation of information packets and documentation for bishops’ committee meetings national gatherings hosted or sponsored by the office
  • Responds to requests for information and offices’ pastoral resources from bishops, diocesan staff, leaders of national organizations, and the media
  • Produces Por Tu Matrimonio monthly E-Bulletin and updates the corresponding Facebook content daily, and the USCCB Website as needed.
  • Upload and update content as needed to Por Tu Matrimonio website using WordPress
  • Handles incoming and outgoing mail, information packets, and overnight and priority mail
  • Maintains office files and archives
  • Handles the ordering and maintenance of office supplies, as well as annual subscriptions
  • Records and produces draft minutes for the meetings of the Bishops’ Subcommittees on Hispanic Affairs, Native American Affairs, and African American Affairs.
  • Provides effective communication between the Secretariat of Cultural Diversity and Catholic Native American leaders and organizations.
  • Edits the Sign Post for the Good Red Road bulletin every month and proofreads other documents when needed
  • Maintains and updates the Native American Affairs webpage.
  • Coordinates logistics of USCCB-sponsored special events for Native American, Hispanic, and African American Affairs.

Technical responsibilities:

  • Maintains and updates the English-Spanish mailing lists and Mail Label System (MLS) database with over 4,500 names of parishes with Hispanic ministry as well as local, regional, and national leaders and international contacts
  • Maintains and updates database of Native American Parishes and contact information
  • Maintains and regularly updates the national directory of diocesan and regional directors of Hispanic ministry and of national Hispanic Catholic organizations
  • Receives incoming telephone calls, coordinates telephone conference calls, sends email messages and notifications, distributes them to appropriate parties within the department, and sends group e-mail
  • Scans documents and graphics as needed
  • Does basic demographic research on the Internet and seeks vendor information, when requested

Bookkeeping responsibilities:

  • Prepares requests for payments, travel reimbursements, and expense reports
  • Handles cash deposits and billing
  • Maintains monthly journals of accounts payable and receivable

Interpersonal responsibilities:

  • Respect for and sensitivity to people in the workplace who are of different ethnicities, races, cultures, language groups or religion
  • Shares telephone coverage responsibilities and serves as Spanish language interpreter, and assists other departments upon request
  • Interacts regularly with bishops and the Hispanic, African American, and Native American Catholic ministry leadership, Arch/diocesan personnel, and with the general public
  • Participates in activities sponsored by the office, as needed, which could require travel
  • Understands, supports, and affirms diversity in the church; positively contributing to a work environment in which all people work together in partnership.

Qualification Requirements

Education Level: H.S. diploma required; 2 years of college or commensurate experience preferred

Major Field/Specialty: Office Management, Business, Liberal Arts, Communications

Other Specialized Training: Word Processing, Personal Computer, Knowledge of the Catholic Church

Foreign Language Requirement: Fully bilingual in Spanish and English

Number of Years Required: 2-3 years of related experience

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