Administrative Assistant

Job Description

Position Summary: The Administrative Assistant handles a wide range of administrative support and related tasks, working independently with minimal supervision. Support is provided to the Division of Clergy Personnel, including the Offices of Diaconate, Diaconate Formation, Senior and Retired Priests, and Vocations.

Mission: The successful candidate for this position is a practicing Roman Catholic in good standing, committed to the mission of the Church through support of the mission and ministry of the Archdiocese of Baltimore, particularly through ministry related to the priests, deacons, and seminarians of the Archdiocese. The position requires an individual who possesses a strong attention to detail and an ability to maintain a high degree of confidentiality and discretion.

Essential Functions:

Ability to work as a team with fellow members of the Division of Clergy Personnel, including the staff of the aforementioned offices as well as the other assistants within the chancery, particularly within the Office of the Archbishop.
Maintain and update the electronic and hard copy filing systems for priests and deacons
Process requests from priests and deacons for habitual and event faculties to preach and administer the sacraments in the Archdiocese of Baltimore
Process requests for Letters of Suitability requested by archdiocesan priests and deacons
Maintain the databases and email lists of priests and deacons in Flocknote, Outlook, Access and UKG systems to assure that they are accurate and up-to-date
Work with the website administrator to assure that the Clergy Personnel section is accurate and up-to-date
Assure that clergy, and those being ordained, are in compliance with child safety protection (VIRTUS) requirements
Provide administrative support to the Director of Senior and Retired Priests, including correspondence, mailings (electronic and paper), and support for special events
Provide administrative support for special events such as convocations, retreats, days of prayer, workshops, etc. sponsored by the Office of Ongoing Formation for Priests
Provide administrative support to the Office of the Diaconate and Diaconate Formation, including special events such as area meetings, convocations, retreats, workshops, etc.
Answer phones and monitor emails, directing them to the appropriate person or office
Book meeting rooms and set up conference calls
Draft correspondence
Process and mail correspondence, including mass mailings and other documents of importance
Other special projects and duties as the needs arise and are assigned

Required Education and Experience:

Bachelor's Degree or equivalent experience
Minimum three years working in an office/administrative environment

Required Knowledge, Abilities and Skills:

Knowledge of the basic teachings of the Roman Catholic Church
Ability to operate basic Microsoft Office Suite programs (Word, Excel, Access, PowerPoint, Teams, etc.)
Strong computer skills and ability to learn and work with communications programs (Flocknote)
Excellent verbal and written communications skills
Ability to work independently as well as part of a team
Ability to work effectively with staff, clergy, religious and laity
Ability to maintain a high degree of confidentiality and discretion
Ability to multi-task and meet deadlines
Ability to follow both written and verbal directions
Some flexibility in availability to include occasional evening or weekend commitments
Ability to work onsite, with some flexibility for limited remote working

Pay Range: $22.00 - $25.00, Hourly

Benefits:

We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and vacation leave. Please click on the link below for more detailed information:

https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/

About the Employer

God calls the Catholics of the Archdiocese of Baltimore to be a welcoming, worshiping community of faith, hope, and love. Through his Spirit, the Lord Jesus lives in those who believe, and reaches into our world with his saving message and healing love.

As disciples of Jesus our mission is:
Evangelization - to evangelize ourselves, our families, our parish and local communities, and our world.
Liturgy - to celebrate our faith with joy through vibrant and prayerful worship.
Education - to educate and become educated in the truths of the Gospel and in the formation of conscience.
Service - to reach out in love and service to those in need.
Stewardship - to develop the material, financial and human resources of the Church and to manage them as faithful stewards.