Interdepartmental Administrative Assistant

12 hours ago

Jacksonville, FL, United States Diocese of St. Augustine Full time
Diocese of St. Augustine

Catholic Center

Interdepartmental Administrative Assistant - Office of the Bishop

Reports to: Chancellor for Administrative Affairs

Part-time 15-20 Hours/week

FLSA: Hourly, Non-exempt

Starting Pay: $21.00/hr

Closing date: January 16, 2026

GENERAL SUMMARY: The Interdepartmental Administrative Assistant provides general administrative support to the Bishop, Vicar General, Chancellor for Administrative Affairs, Chancellor for Canonical Affairs, Promotor of Justice, and Director of Permanent Deacon Formation. In addition, serves as a backup for other administrative support team members in the Office of the Bishop

ESSENTIAL DUTIES AND RESPONSIBILITIES
  • As a member of the Diocesan Curia, must maintain the highest level of confidentiality and diplomacy regarding all diocesan matters.
  • Works collaboratively with other administrative colleagues in the Office of the Bishop, with event coordination, calendar sharing, coordinating meetings, and scheduling meetings.
  • Assists with the processing of Letters of Good Standing and approval requests, and manages chancery site archives (clergy files, etc.).
  • Screens telephone calls and visitors for urgency and nature of business, or assists them to the appropriate office or ministry. May provide direct assistance to individuals within scope of authority and responsibility of the position, necessitating a high level of professionalism, empathy, tact, courtesy, and diplomacy. Contacts and conversations frequently involve confidential/sensitive matters necessitating discretion.
  • Receives and distributes incoming mail and assures that outgoing mail is sent out in a timely fashion. Handles office mailings and distributes materials to departmental committees, boards, councils, teams, and other bodies.
  • Serves as a member of the administrative support team for the Office of the Bishop, including backup and vacation coverage, as needed.
  • Responds to work assignments and projects generated by the Chancellor for Administrative Affairs in a timely manner. Provides regular, written status updates and deadlines on active projects assigned by Curia leaders.
  • Creates neat and professional correspondence, free from error and with good grammar and proper English; proofreads and edits materials; duplicates and distributes materials as necessary.
  • Makes transportation, hotel, and official diocesan business arrangements for assigned Curia leaders.
  • Prepares and processes accounting, budgeting, and purchasing documents related to the operations of the office.
  • Maintains an organized, neat, and efficient filing system and creates, updates, and maintains accurate databases, files, and other records and information.
  • Performs other related duties as assigned by the Chancellor for Administrative Affairs.
Job descriptions should be reviewed and updated by the supervisor at the employee's annual performance evaluation and sent to the Director of Human Resources and Senior Director for approval.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
  • Must be a practicing Catholic in good standing with the Church with knowledge of and commitment to Gospel values, Catholic moral and social teachings, and possesses a sound working knowledge of Church hierarchy and Church structure.
  • High school diploma required or general equivalency degree (GED) with at least 3 years' experience in an office setting performing administrative-type duties.
  • Must maintain a high level of attention to detail, accuracy, and efficiency; a person with good organizational skills.
  • Must consistently demonstrate a positive, friendly, respectful and caring attitude with colleagues, the public, and all one serves in word and deed; projecting a welcoming atmosphere to all who make contact with the Chancery.
  • Must be able to organize and prioritize work, be proactive, take initiative, resolve complex problems, follow through, and simultaneously manage multiple projects.
  • Requires a high fluency with Microsoft Office software and proficiency using online databases.
  • Must be proficient in English grammar with excellent research, interpretive, writing, proofreading, and editing skills.
  • Must have the ability and experience to work in a respectful team environment with other diocesan personnel and the ability to develop and maintain positive relationships with clergy, diocesan employees, and outside contacts.
  • Requires above-average communication skills, including verbal, written, and listening.
  • Honors, respects, and cares for all people; displays cultural diversity awareness and sensitivity.
  • Ability to speak, understand, and write in Spanish and English; preferred.
  • Must successfully pass the required criminal background check prior to employment and maintain this clearance throughout employment with the Diocese of St. Augustine.


LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.

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 bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

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 stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

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. Position may require some evening and weekend hours.

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