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The rate of pay offered to the selected candidate is based on internal pay policy and budget. Candidates are paid at the minimum of the salary range or no higher than the first quartile of the salary range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training, and other department needs.

POSITION SUMMARY

Under general direction, performs diverse administrative and secretarial duties in support of the Mission Office and its programs, including the Missionary Childhood Association (MCA) and Adopt A Family Program. This is a full-time position.

ESSENTIAL FUNCTIONS

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and missions of the Church in performing their work.

The Following tasks are considered essential functions of the position. To perform the job successfully, an employee must possess the abilities/aptitude to perform each duty proficiently.

• Supports in the daily operation of the Mission Office and Missionary Childhood Association (MCA) Program and the yearly Adopt A Family Program, serving as the first point of contact and providing administrative/secretarial support. Assists the Associate Director with coordinating all related activities and campaigns.
• Acts as liaison between superior and his/her subordinates to give and receive information relative to assigned projects; follows up to ensure they accomplish work projects as planned. Acts as information source on department policies and procedures; interprets data and events; may develop new clerical methods to handle data and document procedures, as necessary.
• Performs numerous duties, including but not limited to scheduling, reporting, record-keeping, filing, correspondence, emailing, phone support and answering questions and requests in the daily operation of Mission Office and other Mission Office Programs.
• Provides back-up support to Mission Office staff as directed by Director or Associate Director.
• Maintains calendar for all Mission Office related meetings and events; makes travel and hotel reservations for out-of-town travel; arranges and coordinates meetings and appointment schedules for Mission Office Director and Associate Director.
• Sets up, organizes, and maintains office files and other records for Mission Office campaigns.
• Assists Director and Associate Director with maintaining all financial reports (i.e. contributions received and payments issued) and prepares financial reports for Mission Office campaigns.
• Implements the scheduled use of facilities in accordance with scheduled events along with preparation of yearly Missionary Cooperative campaign.
• Coordinates various meetings, workshops, other activities, or events including developing/preparing invitations or other documents; prepares mailings; arranges/coordinates meeting places and refreshments for Mission Office, MCA and AAF.
• Assists with information on Missionary Cooperative Program policies and procedures and is the first point of contact for receiving applications and requesting follow-up information to complete the process.
• Assists with the incoming Mass stipend requests and follow-up information to complete the process.
• Assists MCA Program Coordinator with performing research duties to obtain information; collates, organizes, and summarizes data for review and action by others with research from internet, national/local MCA offices.
• Uses computer to type from handwritten material or rough draft copy; reviews drafts and finished documents to ensure correct grammar and spelling; may edit for clarity or effectiveness. Operates computer to enter data, format and generate reports using standard software.
• Composes correspondence, reports, and memos with minimal input from supervisor.
• Reviews promotional material for events such as posters, flyers, online registrations.
• Proofreads correspondence, memos, and various forms and reports for completeness and accuracy.
• Provides backup support to other clerical employees – works as a team player for entire Mission Office, MCA and AAF Offices.
• Assists in special projects as directed by the Director and Associate Director.
• May perform bilingual secretarial duties, including written or verbal translation (English/Spanish) as necessary.
• Maintains the confidentiality of all Mission office program’s generated funds within the confinement of Mission office staff.
• Performs related duties as required by the Director and/or Associate Director.

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of experience and education likely to provide the required knowledge, skills, and abilities, typically:

• Bachelor’s Degree or AA Degree
• 2 years of secretarial experience.

Knowledge, Skills, and Abilities

Knowledge of:

• The mission and organizational structure of the Catholic Church.
• Office procedures and business etiquette.
• Microsoft suite, google docs, forms
• English usage, grammar, spelling, and punctuation.
• Simple bookkeeping and record keeping methods and procedures.

Skills in:

• Flexibility: possessing the ability to wear different, “hats” on short notice.

• Typing speed sufficient to meet production requirements (minimum of 60 wpm).
• Written and oral communication. For positions requiring bilingual skills, the incumbent must be fluent in English and Spanish or other required language.
• Public contact
• Report assembling
• Short-range organizational planning
• Telephone communications.

Ability to:

• Maintain confidentiality.
• Compose correspondence and summarize information independently.

Physical and Environmental Requirements

• Occasionally lifts up to 20 pounds.
• Sit for sustained periods of time on a daily basis.
• Perform tasks requiring intermittent bending, stooping and walking.
• Sustain frequent movement of the fingers, wrists, hand and arms.

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