Executive Administrative Assistant - Catholic Formation

Company: Roman Catholic Bishop of Manchester
Location: Manchester
Posted on: September 16, 2023

Job Description:

DIOCESAN ADMINISTRATION POSITION DESCRIPTION POSITION: Executive Administrative Assistant FLSA: Non-Exempt SECRETARIAT: Catholic Formation STATUS: Full-time INTRODUCTION: The Bishop of Manchester is the visible principal and foundation of unity in the particular diocese entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them. Each position employed in the Diocesan Administration Building helps to extend the ministry of the Bishop in specific ways as outlined in the position description. All employees of the diocesan administration assist the Bishop of Manchester in serving the parishes, schools and institutions of the Catholic Church in New Hampshire. This position reports to the Cabinet Secretary of Catholic Formation. RESPONSIBILITIES: This position supports the Diocesan Directors of the Catholic Formation Secretariat by providing and coordinating administrative support. There are a variety of duties including database management, budget preparation, written correspondence, responding to email/phone inquiries, reading and responding to written memos and inquiries, maintaining department schedules, monitoring project deadlines, maintaining meeting notes, minutes and records, assisting in drafting polices, forms and guidelines. ESSENTIAL DUTIES AND RESPONSIBILITIES: 1. Perform financial duties which include deposits, credits, parish billings, reimbursements, record management, and initiating invoices for supplies. 2. Assist with the promotion, planning and execution of various in person and virtual diocesan functions, events and Masses by creating fliers, obtaining quotes for venues, arranging catering, and tracking event expenses. 3. Coordinate online registrations and payments for events and functions, generate nametags and assist at these events, which may include evenings and weekends. 4. Assist directors with budget preparation, recordkeeping, file maintenance, and mail distribution 5. Support Pastoral Associates Core Group, NH Diocesan Council of Catholic Women, Catholic Scouting, Marriage Preparation Task Force, Project Rachel Committee and Catholic Home School Liaison by assisting with event planning (produce fliers, maintain database updates, assist with registration tasks and correspondence) 6. Ensure all supplies, books, and other material to support retreat and ministry programs are ordered. 7. Coordinate with diocesan webmaster to update diocesan website with current contact and event information. 8. Maintain diocesan catechist and catechetical leaders' certification files and documentation. OTHER DUTIES: 1. Assist other departments as required 2. Provide phone coverage as necessary 3. Attend special events as required 4. General office equipment maintenance 5. Other duties as assigned EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

• High school diploma or GED and prior experience performing secretarial duties, event planning is desired.
• Proficiency with MS Office Suite, Access, Publisher, database management and internet search engines
• Ability to produce basic financial reports.
• Exceptional verbal and written skills
• Ability to work independently and collaboratively with others.
• Ability to interact and maintain positive relationships with clergy, religious and laity, both within the Diocesan Administration and outside (parishes, schools, other institutions and general public) in a knowledgeable and tactful manner.
• Maintain confidentiality. Due to the nature of this position, it is required that the incumbent be a practicing Roman Catholic who is registered and active in a parochial community. ENVIRONMENT: The venue of this position is a general office environment that is clean, well lit and environmentally comfortable, free of fumes or airborne particles, and only minimally exposes employees to office solvents limited to those relative to copier equipment. This position requires the ability to: 1. Occasionally move, lift and/or carry up to ten pounds 2. Reach at or above shoulder level and occasionally reach below shoulder level 3. Manipulate equipment and controls frequently, and occasionally grasp and handle some equipment 4. Travel throughout the diocese occasionally 5. Tolerate prolonged periods of sitting and/or standing and walking and tolerating prolonged periods working at the computer 6. Lift up to approximately 25 pounds to waist level whenever necessary 7. Tolerate prolonged periods of sitting and/or standing and wailing and tolerating prolonged periods of working at the computer To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This document describes the position as it is currently available and is not a contract. The Diocese retains the right to change modify the position description at any time.
  
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Keywords: Roman Catholic Bishop of Manchester, Manchester , Executive Administrative Assistant - Catholic Formation, Administration, Clerical , Manchester, New Hampshire