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Purpose and Scope
To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position performs office administrative duties for the Office of the Bishop. This position works closely with the Executive Administrator to the Bishop and Chancery staff to maintain office procedures.
Essential Job Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Assists with the general organization and operation of the Office of the Bishop.
- Assists with follow-up of scheduled events on the bishops’ calendar (i.e., forms, confirms appointments, etc.)
- Prepares bishop’s daily calendar folders with all pertinent documentation, as directed. Assists with travel and hotel reservations for out of state travel.
- Prepares materials necessary for meetings and arranges facilities and meals when directed.
- Takes minutes as directed; transcribes, copies, and distributes to those attending meetings.
- Provides office area telephone coverage, screening and directing calls to proper personnel within the office, answering questions directly, routing calls to other offices, responding to and resolving complaints/issues and requests for information, etc. Manage office main line voicemail (i.e., returns calls, forwards messages, etc.)
- Answers inquiries of callers by providing routine information regarding activities and services provided within the Diocese, being careful to maintain confidentiality with respect to sensitive information.
- Receives callers (phone and visitors) in a professional manner. Greets visitors and ascertains the nature of their business, directs them to the appropriate person.
- Informs security desk of upcoming appointments for those visiting the Chancery Office.
- Receives, reads, sorts and routes incoming business mail. Prepares and administers outgoing mail for the mail/print center. (i.e., copying, preparing, distributing, etc.) Assists with large mailings.
- Works in collaboration with the Chancery Executive Assistants to coordinate calendars and major events.
- Receives calendar events and maintains the master calendar for internal use (calendar project).
- Maintain supply cabinet and order supplies for the Chancery office.
- Code and prepare invoices for approval.
- Maintain a clean and neat environment.
Additional Job Functions
- Performs any job-related tasks deemed necessary or as assigned by the Bishops.
Requirements:
Knowledge, Skills and Abilities Required
- Working knowledge of general office procedures, including secretarial techniques, accurate record keeping, filing, and attention to detail.
- Must be able to maintain confidentiality of sensitive information.
- Ability to work under conditions of frequent interruptions and maintain composure under pressure.
- Must be well organized, keep records accurately, and pay attention to detail.
- Excellent verbal and written communication skills, including the ability to compose effective business communications in both English and Spanish (preferred)
- Excellent organizational skills.
- Ability to work independently, set schedules, prioritize tasks, and work with other members of the office in a team setting.
- Working knowledge of Microsoft applications (Word, Excel, Access, Outlook).
- Ability to use web applications.
- Ability to demonstrate the high level of professionalism and confidentiality required when interacting with people of varying backgrounds.
Minimum Qualifications
- Associate degree in or vocational certificate/training in Business.
- Formal training in computer software applications and office procedures.
- Five years work experience in an equivalent position with similar job functions.
- Active, practicing Roman Catholic in full communion with the Church.
Work Environment
- This job operates in a professional office environment.
- This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
- This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.