What are the responsibilities and job description for the Administrative Assistant position at The Catholic Diocese of Arlington?
Please include a cover letter with resume.
POSITION SUMMARY:
The Office of Youth, Campus, and Young Adult Ministries (OYCYAM) assists parishes and college campuses in the Catholic Diocese of Arlington to fully incorporate young people into the life of the Church. This is accomplished through advocacy for youth workers on the diocesan level, training and development of youth workers, large diocesan gatherings of young people, and facilitating collaboration and communication between all schools, parishes, and organizations.
The Administrative Assistant II maintains all financial and database records and provides administrative and logistical support for office events.
PRINCIPAL DUTIES:
Receives, screens, and directs general incoming telephone calls and voicemail messages. Responds directly to routine calls/voicemails.
Receives, opens, reviews and directs incoming correspondence, including faxes and email. Prepares outgoing correspondence. May respond to routine inquiries.
Receives and directs visitors.
Supports, coordinates and publicizes special meetings and events, including all meeting logistics. Schedules conference rooms, coordinates vehicle reservations, and coordinates travel arrangements.
Using materials compiled and written by others, prepares reports, memos, letters and other documents.
Designs promotional materials, including fliers and brochures.
Creates and distributes the bi-weekly “IN Box” electronic newsletter.
Creates worship aids for events.
Photocopies and scans material.
Maintains an inventory of office supplies, letterhead, and other collateral material.
Maintains general office area, ensuring cleanliness and order.
Designs and maintains spreadsheets, databases, and mailing lists.
Compiles and maintains financial records for office events; prepares and submits vouchers for office and event expenditures; processes batches originating from the CDA lockbox using iMIS contact management software; processes billing, refunds, credit memos, deposits and payroll payment requests.
Prepares expense reports for all office staff members.
Provides overall administrative and logistical support for office events ― coordinates and participates in event preparation meetings; supports other event planning team members by coordinating event registration; monitors contracts for event speakers and performers; ensures event volunteers are compliant with OPCYP.
Manages hospitality for all events – works with caterers and restaurants to provide food; orders and shops for drinks, snacks, and supplies for meetings and events; oversees set-up and clean-up of all hospitality items.
May be asked to attend one or more daytime and overnight office event and/or meeting such as: Diocesan Kings Dominion Day, DYM Summit, YAM Summit, CALLED, RALLY, Appreciation Dinner, Life is VERY Good, BASH, , DYM Annual Meeting, WorkCamp, In-Service Days, Days of Reflection, Deeper Waters, TOT, T.B.G., YAM retreats, and other meetings and trainings.
Maintains scouting emblem inventory, orders, and sales and office, WC, LIVG merchandise inventory and sales.
QUALIFICATIONS:
Knowledge/Skills: Intermediate level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Microsoft Outlook. Highly proficient in use of common office equipment, including copiers and scanners. Strong verbal and written communication skills. Strong organizational skills and detail oriented. Ability to use basic accounting or related computer programs to process and keep records. Self-motivated, ability to multitask in the office setting and at events. Active listener; team player. Fluency in Spanish is a plus.
Education Required: High school diploma or equivalent.
Licenses/Certifications: Valid driver’s license must be maintained at all times.
Years and Types of Experience: 2 to 4 years office experience. Paid or voluntary youth or young adult ministry experience strongly preferred.
