Administrative Assistant—Faith Formation

Job Title: Administrative Assistant—Faith Formation

Accountable To: Directors of the Faith Formation Department

Job Purpose

Under the supervision of the directors, the administrative assistant provides clerical and office support to the Faith Formation Department.

Duties and Responsibilities

  • Consistent with the vision and mission of the Diocese of Jefferson City, contributes to a positive and healthy work environment for the staff and the Catholic Center.
  • Performs a wide variety of secretarial and administrative duties as required by daily operations in the department.
  • Coordinates office activities and schedules; develops and recommends office procedures; ensures smooth office operations.
  • Coordinates office mailings; answers all incoming calls; receives visitors and answers routine questions.
  • Processes payment invoices, check requests, deposits; purchases orders (resources, food, etc.).
  • Coordinates and manages details, including registration, reservation of spaces and travel arrangements, evaluations, notifications to parishes, for department related events (i.e. conferences, workshops, retreats).
  • Prepares for and provides administrative support for designated meetings and department related events.  Attends when needed.
  • Provides translation support upon request.
  • Coordinates with the department directors and the Office of Communication regarding the creation and distribution of promotional materials specific to department related events.
  • Manages email groups to distribute information, reminders, promotional materials or monthly newsletters.
  • Maintains files and records related to faith formation and certification programs for catechists, DRE’s and teachers in Diocesan Catholic Schools.
  • Maintains address lists, files, and appropriate records.
  • Maintains and updates website page and Facebook page (e.g. posting articles, events, pictures, etc.).
  • Collaborates with the Events Coordinator on department related events as needed.
  • When needed, is present to oversee and execute diocesan related events.
  • Provides back-up relief for receptionist if requested/needed.
  • Performs other duties as assigned.
  • Creates a folder outlining and describing the aforementioned duties and responsibilities and updates it regularly (at least semi-annually)

Qualifications

  • High School diploma or equivalent.
  • Excellent organizational and time-management skills and able to multi-task.
  • Takes initiative.
  • Creative and self-motivated.
  • Detail oriented.
  • Fluent in Spanish and English—oral, reading and writing.
  • Computer skills in Microsoft Office and social media, as needed for this position.

Employee Classification

  • Non-Exempt
  • Full-time

Applicants must send a cover letter, non-teaching employment application and resume to gro.y1550579004ticff1550579004ejoid1550579004@airu1550579004cm1550579004.  Applications will be accepted until the positions are filled.

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