Administrative Assistant, Office of the Chancellor

Job Description

OVERVIEW:
Join our team as an Administrative Assistant to play a key role in supporting Office of the Chancellor operations. We are looking for a detail-oriented, collaborative individual seeking a consistent, in-office role (Monday-Friday, 8:30 AM - 4:30 PM) to make a tangible impact.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Prepares documents, memorandums, and other correspondence in support of the Chancellor.
• Screens telephone calls, answers questions and/or redirects them when appropriate.
• Greets and receives department and building guests, visitors and personnel in a friendly and sincere manner.
• Maintain Chancellor's online and paper calendars, scheduling and/or coordinating appointments and meetings.
• Manages incoming emails to Chancellor, responding and forwarding as necessary.
• Resolves or forwards incoming calls as appropriate for timely resolution, to other departments or parishes.
• Prepares budget and office reimbursements, as necessary.
• Maintains filing system, both paper and scanned electronic files.
• Maintains Special Collection schedules and letters all year.
• Assists in Lenten letter and regulations, Holy Week letter and regulations and postcards.
• Submit annual reports data compilation and Ordo/Necrology.
• Send completed Kenedy Directory: Statistical Report, Rome Statistical Report.
• Maintain official Catholic Directory updates for Curia and all entities within the diocese.
• Assist with elections for Presbyteral Council (every year).
• Send November letter (Annual Prayer Letter).
• Assist with elections for Priest Personnel Board (every three years) & Elections for Vicars and Deans (every three years).
• Process Letters of Suitability & record incoming Letters of Suitability in database.
• Manage Marriage Cases Dispensations for inside and outside of the diocese.
• Perform Research Requests.
• Maintain all Databases.
• Maintain USCCB Documents.
• Distribute marriage preparation documentation.
• Maintain Chancery archives, both paper and scanned electronic files.
• Assist with funeral planning for priests.
• Perform other tasks as requested by supervisor that will assist the agency in carrying out its mission and to prioritize the workload.

KNOWLEDGE, SKILLS AND ABILITIES needed to successfully perform the essential duties and responsibilities of this position include:
• Associate or bachelor's degree preferred.
• Proven experience as an office administrative assistant or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to interact professionally with co-workers, clients and visitors.
• Ability to work under pressure and prioritize workload.
• Excellent organizational and time-management skills.
• Strong ability to effectively communicate verbally and in written form, and interpret written information.
• Ability to work independently and as part of a team.
• Practicing member of the Catholic faith in good standing strongly preferred.

PHYSICAL DEMANDS:
This position may require extended periods of standing, sitting, bending, lifting or other tasks during the course of the work.

WORK ENVIRONMENT:
This position requires the employee to work in an environment consistent with an office function.

TO APPLY: SEND RESUME AND COVER LETTER TO K.GAGNE@DIOSPRINGFIELD.ORG

About the Employer

The Roman Catholic Bishop of Springfield, a corporation sole, is the civil corporate name for the Diocese of Springfield. The Bishop of Springfield is the head of the corporation. The Roman Catholic Diocese of Springfield, which was erected on June 14, 1870, operates under both civil law and canon law (the law of the Church). It is comprised of 79 parishes and 7 missions with more than 199,289 Catholics. There are 184 priests throughout the four western counties of Massachusetts (Berkshire, Franklin, Hampden and Hampshire).

The diocese educates over 2,500 students in 12 elementary schools, two high schools. There are also two Catholic colleges in the Diocese of Springfield. Mercy Medical center, an affiliate of Trinity Healthcare, also operates in Springfield.