Administrative Support Specialist

2 weeks ago

Washington, Washington, D.C., United States United States Conference of Catholic Bishops Full time
Job Overview

Position Summary

The Administrative Support Specialist plays a crucial role in providing administrative, clerical, and general office assistance to the Executive Director and team members within the Department of Cultural Diversity. This position is essential for ensuring smooth office operations as various programs and initiatives are executed. The specialist is also responsible for offering translation services between English and Spanish, thereby facilitating effective communication within the department. Collaboration with another support staff member is key to fulfilling similar responsibilities. This role contributes to the strategic objectives of the organization and aligns with its mission.

Key Responsibilities

General Administrative Duties:

  • Drafts routine correspondence in both English and Spanish.
  • Assists in compiling information packets and documentation for committee meetings and national events.
  • Responds to inquiries from bishops, diocesan staff, and national organizations regarding resources and information.
  • Produces and distributes the monthly E-Bulletin for Por Tu Matrimonio and manages daily updates on social media platforms.
  • Maintains and updates content on the Por Tu Matrimonio website using WordPress.
  • Manages incoming and outgoing mail, including priority shipments.
  • Organizes and maintains office files and archives.
  • Oversees the ordering and inventory of office supplies and subscriptions.
  • Records and prepares draft minutes for meetings of various subcommittees.
  • Facilitates communication between the Secretariat of Cultural Diversity and leaders in the Catholic Native American community.
  • Edits the monthly bulletin Sign Post for the Good Red Road and provides proofreading support for other documents.
  • Updates the Native American Affairs webpage regularly.
  • Coordinates logistics for special events related to cultural affairs.

Technical Responsibilities:

  • Maintains and updates mailing lists and databases for Hispanic ministry contacts.
  • Regularly updates the directory of Native American parishes and their contact details.
  • Manages the national directory of diocesan and regional directors of Hispanic ministry.
  • Handles incoming calls, coordinates conference calls, and distributes communications within the department.
  • Scans documents and graphics as required.
  • Conducts basic demographic research and seeks vendor information when necessary.

Financial Responsibilities:

  • Prepares payment requests, travel reimbursements, and expense reports.
  • Handles cash deposits and billing processes.
  • Maintains monthly records of accounts payable and receivable.

Interpersonal Responsibilities:

  • Demonstrates respect and sensitivity towards individuals from diverse backgrounds.
  • Shares responsibilities for telephone coverage and serves as a Spanish language interpreter as needed.
  • Engages regularly with bishops and leaders in Hispanic, African American, and Native American ministries.
  • Participates in office-sponsored activities, which may involve travel.
  • Supports and promotes diversity within the organization, fostering a collaborative work environment.

Qualifications

Education: High School diploma required; 2 years of college or equivalent experience preferred.

Field of Study: Office Management, Business, Liberal Arts, or Communications.

Specialized Training: Proficiency in Word Processing and Personal Computer applications; knowledge of the Catholic Church is beneficial.

Language Skills: Fully bilingual in Spanish and English.

Experience: 2-3 years of relevant experience preferred.

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