Administrative Assistant

Job Description

Job Description

Job Title

Administrative Assistant

Current Holder

Reports to

Moderator of the Curia and Chief Financial Officer

Location

Office of the Moderator of the Curia

FLSA Status

Non-Exempt

EEOC Classification

Administrative support workers

Job Purpose

Provide administrative support to the Chief Financial Officer (CFO), and the Moderator of the Curia.

Duties and Responsibilities

Principal Duties and Responsibilities :

• Provide executive level administrative support to the CFO and Moderator of the Curia including the preparation of all correspondence, communications, presentations and documents;
• Manage calendars of the Moderator of the Curia and the CFO;
• Maintain contact lists and schedule all meetings and conference calls for the Moderator of the Curia and the CFO;
• Organize and maintain paper and electronic files for the Moderator of the Curia and the CFO;
• Manage incoming phone calls and receive visitors for the Moderator of the Curia and the CFO;
• Under the direction of the CFO, prepare agenda, correspondence, materials and presentations for the quarterly meetings of the Archdiocesan Finance Council and the Archdiocesan Audit Committee;
• Record and draft minutes of the Archdiocesan Finance Council meetings and the Archdiocesan Audit Committee meetings;
• Maintain database and files in accordance with the bylaws for the Archdiocesan Finance Council and all subcommittees;
• Coordinate the catering, audiovisual and teleconference needs, and any additional meeting setup for the Archdiocesan Finance Council meetings,
• Under the direction of the Moderator of the Curia, organize annual meetings of the Pastors’ Committee and the Advisory Committee on Compensation for Religious, including the mailing of agendas and meeting materials, requesting catering, and any audiovisual needs;
• Coordinate the yearly grant application process for submission to the Black and Indian Mission Office, review and collate all parish submissions and handle follow-up correspondence, and the prepare the distribution of grant funds to participating parishes;
• Prepare all correspondence and materials related to Diocesan and Extra-Diocesan collections within the Archdiocese;
• Prepare correspondence and materials related to the granting of Power of Attorney to pastors;
• Prepare and code invoices for approval by the Moderator of the Curia;
• Maintain proper documentation for each petty cash transaction and replenish the petty cash fund when needed;
• Prepare yearly holiday calendar for distribution to Pastoral Center Staff;
• Maintain office supplies via ordering through Workplace Central and the Cafeteria.

Qualifications

Education : High School Diploma or GED

Specialized Knowledge : Experience in Microsoft Word, Excel, PowerPoint, Adobe Acrobat and Outlook

Abilities : Ability to work independently, multi-task and maintain confidential information

Licenses : N / A

Experience : At least five years’ experience providing administrative support to executive staff.