Administrative Assistant

Job Description

Please include a cover letter with resume.

Position is based in Arlington, VA. Must be available to work onsite five days a week Monday through Friday 8:30 am to 4:30 pm.

POSITION SUMMARY:

This position performs a variety of complex and confidential administrative duties in support of the Office of the Episcopal Vicar for Clergy and the Director of the Diaconate Formation Program, which handles all matters related to incardinated, religious and extern clergy priests, as well as permanent deacons and those in formation. The most critical requirement of this position is the ability to handle all matters in an absolutely confidential manner. Consequently, anyone filling this position must take an "Oath of Confidentiality" prior to working in the Office.

PRINCIPAL DUTIES:

• Receives, screens, and directs visitors as well as general incoming telephone calls and voicemail messages. Responds directly to routine inquiries.

• Receives, opens, date stamps, reviews and directs incoming correspondence, including faxes and email. Responds directly to routine inquiries.

• Establishes, retrieves and maintains computer-based and paper files and records. Maintains, secures, and protects confidential information and reports.

• Using material compiled and written by others, prepares reports, memos, letters and other documents. May design promotional materials, including flyers and brochures.

• Provides confidential administrative and clerical support to the Clergy Office and for the Diaconal Formation Program, including typing, copying, scanning, scheduling of appointments and conference rooms, filing, large mailings, and monthly mailings of priest and permanent deacon anniversary cards. Provides back-up administrative support to the Bishop's Office with letters/memorandums concerning highly confidential information regarding priest matters.

• Provides travel documents for priests and deacons travelling outside of the diocese, including letters of good standing, celebret cards, and other required forms.

• Maintains priest and permanent deacon contact and assignment information in the contact management database (IMIS); produces reports, lists, and labels as needed; performs research projects as requested.

• Assists with the background investigation process for all priests and permanent deacons seeking permission for ministry by preparing and mailing correspondence and questionnaires to Bishops/Superiors and ensuring that the required documents are complete and in compliance with diocesan policies. Coordinates with OPCYP to ensure that priests and permanent deacons are compliant with diocesan policies, including fingerprinting, social services investigation, and Virtus training.

• Assists with the organization of priest retreats and meetings/days of recollection, the Annual Priest Convocation, retreats for deacons, Holy Hours, and other events by securing venues, preparing invitations, forms, and mailings, conducting follow-up, processing payments, and coordinating the catering, set-up, and clean-up activities.

• Assists with the organization of educational seminars and programs for priests by coordinating with pastors and parish staff, securing venues, preparing documents, forms, and mailings, conducting follow-up, and processing payments.

• Processes invoices, billings, receipts, and payments for Clergy Office activities and events.

• Composes the monthly list of anniversaries and birthdays for distribution to the priests.

RESPONSIBILITIES AND AUTHORITY:

• Supervision Received
• From Episcopal Vicar for Clergy and Administrative Assistant III to the Episcopal Vicar for Clergy.

• Physical Demands/Working Environment
• While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 - 50 pounds
• Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
• Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
• Work may be performed in and out of office setting
• Occasional evening and/or weekend work may be required
• Work usually performed in an individual, well-lighted cubicle. The noise level is usually low. The space is wheel chair-accessible

QUALIFICATIONS:

• Knowledge/Skills: Intermediate level proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook; highly proficient in use of common office equipment, including copiers, printers, and scanners; familiar with file management standards; experience with planning events; strong verbal and written communication skills, organizational skills and attention to detail; ability to use a database to process and keep records and generate related reports; ability to comprehend organizational dimensions of the Church and understand and apply specialized nomenclature, systems and procedures; ability to handle situations with discretion and confidentiality; active listener; team player.

• Education Required: High school graduate or equivalent; some college education preferred.

• Years and Types of Experience: 2 to 4 years office experience, preferably in a church setting.

Apply Here: https://www.click2apply.net/bnQpqeI4jbZByhj7AfNWRj

PI272893177

About the Employer

The Diocese of Arlington is a thriving community composed of seventy parishes in the Northern Virginia area. Since its founding in 1974, the Diocese has grown significantly, becoming one of the fifty largest dioceses in the United States. Currently there are 446,500 registered Catholics and over 275 priests in the Diocese.