Executive Administrative Assistant

Description

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly) 

Schedule: Monday – Friday 8:30 am – 5pm / 37.5 hours per week, occasionally nights and weekends 

Reports to: Department Head

Department: Department of Pastoral Ministries 

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan 
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Summary: The Executive Administrative Assistant provides administrative support and assistance to the Department Head and the Department for Pastoral Ministries team with professionalism and efficiency. The executive assistant coordinates the department’s finances including daily expenses, revenue, preparation of annual budgets and administration of grants. This position is responsible for assisting Directors, Coordinators and Department Head with administrative responsibilities such as execution of reports, processing applications and budgetary needs.  This position requires excellent customer service to those within the department, the Pastoral Ministry Center and across the archdiocese. 

Position Responsibilities:

• *Provide various administrative support to the Department Head and department as assigned 
• *Take incoming phone calls and provide general information or directs calls to the appropriate team member
• *Respond to and resolves administrative inquiries and questions.
• *Welcomes and interacts with lay people, priests, clergy, visitors, and vendors. Ensures that all are properly received with due hospitality and Christian charity 
• *Process all check requests for Department Head’s signature
• *Reconciles monthly budget and provide reports to Directors and Department Head
• *Gathers all preliminary budget information and creates draft budgets for review by Directors and Department Head.
• *Develops and updates Standard Operating Procedures (SOP’s) necessary for the department to complete tasks.
• *Receive and process all applications for Lay Ministry Formation Fund Review Committee.
• *Create and maintain up to date reports for availability of budgeted funds.
• Gathers information and helps prepare Quinquennial Report
• Coordinate hospitality for department events and meetings. Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others. 
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.                                                                                       

                                                                               * Essential Functions - ADA 

Requirements

Minimum Qualifications: 

Education: 

• High school diploma or equivalent 
• Bachelor’s degree preferred 

Experience:

• Minimum of five (5) years of working in an administrative role providing direct support.
• Experience in an administrative role in a ministry setting or related ministry experience preferred. 
• Practicing Catholic or familiarity with the Catholic Church preferred

License and Credentials: 

• Reliable transportation
• Valid driver license
• Valid vehicle insurance 

Minimum Knowledge and Skills: 

• Fluent in English and Spanish;
• Must have a high degree of flexibility and multi-tasking;
• Must display high level of honesty and integrity;
• Basic knowledge of Catholic liturgical norms and theology;
• Ability to coordinate and track budget usage;
• Ability to write reports and correspondence; 
• Ability to articulate effectively and present information/respond to questions from individuals;
• Skilled in the use of computers, software and social media, such as Microsoft Office Suite, including Publisher, PowerPoint, Outlook and Excel. Efficient in communication through smart