Administrative Assistant - Office of the Bishop Emeritus

Job Description

Job Description

Description : SUMMARY

Under the direct supervision of the Bishop Emeritus and in accordance with established policies and procedures, performs confidential administrative and secretarial functions for the office of the Bishop utilizing in-depth knowledge of diocesan operations, procedures, and personnel. Manages the communication and office needs of the Bishop Emeritus. Prepares and types letters, reports, articles, and summaries. Schedules all calendars, including appointments, meetings, workshops, and conferences. Develops and maintains filing system and keeps all lists updated. Handles all telephone calls.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other related duties may be assigned.

• Answer telephone, take accurate messages, screen telephone calls and visitors, maintain phone logs, and answer routine questions and / or route calls as required.
• Prepares letters, sermons reports, articles, etc. on computer. Inputs all information in specific system on computer to be able to retrieve information upon request. Backs up files periodically.
• Provides to Bishop Emeritus digital copies of his schedule.
• Maintains the Bishop Emeritus’ calendar including appointments, conference calls, and pastoral visits.
• Sets appointments, records appointments in calendar and confirms same.
• Prepares appointments for personal medical visits.
• Make arrangements for meetings.
• Handles travel arrangements. Makes flight and hotel reservations, etc. for out-of-town meetings, conferences, etc.
• Handles incoming faxes - stamp date, copy, and file. Process outgoing faxes and file.
• Maintains all files keeping current year and two years to current in the office file. Keeps two copies of correspondence for filing; one for vault and one for office file. Updates files periodically.
• Works with Secretary for Bishop to prepare annual budget for all accounts for the Bishop Emeritus’ Office
• Reviews monthly budget reports
• Maintains and oversee Bishop Emeritus’ residence including maintaining supplies
• Handles confidential and sensitive matters within the scope of responsibility
• Works closely with Maintenance Coordinator concerning personal maintenance for Bishop’s car, etc.
• Works with Bishop’s Administrative Assistant as liaison to Bishop’s housekeeper
• Maintains supplies - note pads, pens, folders, envelopes, etc. - for office, residence, Bishop Emeritus, and conference room
• Prepares disbursement requests and submits to Accounting Office timely

oRecords disbursements in log

oCopies of disbursements related to sponsored or attendance at events are maintained for budget

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and / or EXPERIENCE

Associate’s Degree in Office Technology, General Business or equivalent experience / training is required to successfully accomplish the essential duties of this job. Five to ten years of experience as a secretary, or related position Church with experience in office management and budgeting is required. Knowledge and understanding of Catholic teachings, practice s, and organizational structure is required. Ability to operate business office equipment, i.e. adding machine, copier, and a demonstrated competence in computer software (all Microsoft Office products, and database programs).

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 all sizes.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Ability to perform math functions using units of American money and weight measurement, volume, and distance.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Must have a current valid Texas Driver’s License and must attend the Safe Environment Training and earn a certificate. Must be a certified Notary Public for the state of Texas.

OTHER QUALIFICATIONS

Must be a Catholic in good standing who is able to prioritize and multi-task, adept at completing assignments accurately and timely, and possesses good organizational skills.

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 use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs. The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

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, typical of an office with computers and printers.

This is a ten-hour per week position. Office hours for this position are two hours per day Monday through Friday.

Requirements :

The Diocese of Beaumont has an opening for a part-time administrative assistant for the Office of the Bishop Emeritus. Interested party must be highly motivated, a self-starter, service oriented and able to deal with multiple tasks and adhere to detail and deadlines. This position will assist in the overall secretarial duties of the office. Candidates must be a practicing Catholic in good standing with the Church, have at least an Associate’s Degree in Office Technology or General Business with three to five years’ work experience or comparable work history. Proven experience in Microsoft Office products is required.