Executive Assistant - Vicar for Clergy

Description

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position performs complex administrative duties to support the Vicar for Clergy while working close with assisting all Diocese priests and deacons with different inquiries. This position also works closely with the other Chancery Administrative staff and in collaboration with the Executive Assistants to the Bishops.

Essential Job Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Greet callers and visitors in a professional manner, maintaining confidentiality to sensitive personnel and business information, while appropriately addressing the nature of each inquiry. Take messages and arrange appointments with the appropriate person when necessary.
• Maintain an accurate calendar of appointments and proactively provide communication, appointment reminders and meeting materials to the Vicar for Clergy.
• Arrange meeting location and meals when necessary.
• Accurately compose, type and format postal and electronic correspondence; reports, newsletters, event registrations, minutes, parish requests and other documents directed by the Vicar for Clergy.
• Receive, read, process incoming business postal and internal mail. Prepare outgoing mail to priests including event registrations, newsletters, general communications, and internal mail to the mail/print center.
• Assist with the preparation of three budgets for the Vicar for Clergy. Support the Vicar for Clergy committee chairmen with their communication and meeting needs. Maintain the priest database. Provide event coordinator preparation and support.
• Consult with the immigration attorney, the bishop and priest; prepare and facilitate Homeland Security documents, correspondence, and travel. File documentation in personnel files.
• Works in collaboration with the Office of Human Resources to successfully support with the necessary steps related to all HR key process for clergy, such as onboarding, HR Actions, fingerprinting appointments, and gathering the required employment documents for clergy.
• Work in collaboration with the Media Relations Specialist to maintain the Vicar for Clergy website; the Chancellor regarding diocesan reporting and the Chancery Administrative Staff to provide clerical support when the need arises. Provide statistical information for other Dioceses offices and parishes.
• Accurately composes, types, and formats correspondence, reports, bulletins, memorandums, minutes, and other documents directed by Vicar for Clergy.
• Maintains an accurate calendar of appointments and proactively provides appointment reminders to the Vicar for Clergy.
• Develops and prepares the necessary information for all corresponding meetings for the Vicar for Clergy, including and not limited to arranging facility and meals when necessary.
• Provides statistical information for other Diocesan offices and parishes.
• Assists with preparation of the budget for the Vicar for Clergy.
• Files correspondence, documents and other records as directed by the Vicar for Clergy.
• Assists in receiving, reading, sorting, and routing incoming business mail and internal memos. May also be required to assist in the preparation and delivery of outgoing mail to the mail/print center.
• Works in collaboration with the Bishops and other Chancery Administrative Staff by providing clerical support whenever the need arises.
• Collaborates with Media Relations Specialist to ensure Diocesan events calendar is updated as needed.
• Provides support to the Vicar for Clergy in preparation for meetings by preparing meeting materials, communication, etc.
  
  

Additional Job Functions

• Performs any job-related tasks necessary as assigned by the Vicar for Clergy, the Moderator of the Curia, or Chancellor.
  
  

Requirements

Knowledge, Skills and Abilities Required

• Working knowledge of general office procedures, including secretarial techniques, accurate record keeping, filing, and attention to detail.
• Experience in project management.
• Maintain well organized files and records that are accurate and easily accessible.
• Excellent verbal and written communication skills.
• Ability to work independently, set schedules, prioritize tasks, and work with other members of the office in a team setting.
• Ability to demonstrate the high level of professionalism and confidentiality required when interacting with people of varying backgrounds.
• Ability to take initiative to solve problems.
• Ability to communicate well in person and over the telephone in English and preferably Spanish.
• Working knowledge of Microsoft applications (Word, Excel, Access, Outlook) and ability to perform tasks in financial software.
• Ability to effectively and accurately conduct research and assemble statistical data.
• Ability to multi-task and work efficiently with other Chancery Administrative staff members.
  
  

Minimum Qualifications

• Associates degree or equivalent certificate.
• A minimum of three years’ experience in a related position with similar job functions.
• Ability to speak and write in Spanish is preferred.
• Must have knowledge of Catholic Church teachings and structures.
• Active practicing Catholic who is in full communion with the Roman Catholic Church.
  
  

Work Environment

• This job operates in a professional office environment.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
  
  

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.
  
  

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.