Office of Schools Administrative Assistant

Job Description

ADMINISTRATIVE ASSISTANT

POSITION OVERVIEW
The Administrative Assistant for the Office of Catholic Schools provides administrative and clerical support to the Superintendent and Associate Superintendent while serving as the primary point of contact for the office. This role requires professionalism, discretion, strong organizational skills, and a commitment to the Catholic mission and values of the Diocese of Peoria.

The Administrative Assistant helps ensure the smooth day-to-day functioning of the Office of Catholic Schools through responsibilities such as answering and directing calls, managing schedules, preparing correspondence, maintaining files and records, and supporting general office operations.
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ESSENTIAL DUTIES AND RESPONSIBILITIES
• Welcome and assist Curia staff and visitors in a courteous, professional manner.
• Answer and screen incoming calls; manage mail, deliveries, and general office communications.
• Distribute invoices to schools, process payments, and assist with basic financial tasks. Prepare and reconcile expense reports and credit card statements.
• Collaborate with the Superintendent and Associate Superintendent to plan and execute special projects and events, including scheduling, registration, materials preparation, hospitality, and event set-up and tear-down.
• Create, organize, and maintain both digital and paper forms, records, and files.
• Draft, proofread, and edit written correspondence, memos, and reports.
• Monitor office supply inventory, place orders, process purchase requests, and maintain an organized and efficient work environment.
• Perform errands and additional administrative tasks as needed to support the Office of Catholic Schools.
• Model and uphold the teachings and values of the Catholic Church.
• Conduct oneself in a manner consistent with the philosophy and mission of the Diocese of Peoria in both professional and personal settings.
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EDUCATION, EXPERIENCE, AND SKILLS REQUIRED
• Associate degree or equivalent work experience; bachelor's degree preferred.
• Proficiency with Microsoft Office, Google Workspace, and other digital office tools.
• Professional, welcoming demeanor with strong customer service skills (in-person, phone, and email).
• Familiarity with the structure and operations of the Catholic Church.
• Strong written and verbal communication skills.
• Ability to anticipate needs, prioritize tasks, and respond proactively.
• Self-motivated, with the ability to work independently and collaboratively.
• High level of integrity, discretion, and sound judgment.
• Ability to maintain strict confidentiality.
• Exceptional organization and time-management abilities, with the capacity to multitask effectively.
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COMPLIANCE
• Ability to pass a criminal background check.
• Successful completion of drug screening and safe-environment training as required by diocesan policy.
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BENEFITS
• Salary range: $45,000 - $60,000
• Medical plan
• Optional dental and vision plans
• Paid time off (vacation, holidays, and sick leave)
• 403(b) retirement plan with employer matching
• Long-term disability coverage
• Life insurance

About the Employer

The Diocese of Peoria's core mission is to be a "vibrant, mission-driven, and sustainable Church," rooted in Christ's command to "Go Make Disciples," focusing on evangelization, inspiring discipleship, strengthening vocations, Eucharistic revival, and honoring Archbishop Fulton Sheen, all under the guidance of Bishop Louis Tylka. They achieve this by proclaiming the Gospel, celebrating Sacraments, serving others, and providing support for priests, schools, and ministries.