Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for attending to visitors and dealing with inquiries on the phone and face to face from the public. In addition it provides support and administrative assistance to the Office of Communications and the operations of the Pastoral Center. The position reports to the Associate Director of Communications and operates with some latitude for the use of independent judgment and initiative.

Ministerial Character

The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way he makes Christs 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 Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.

Essential Job Duties:

• As an integral part of your ministry for the Church as carried out in this position support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Continuously grow in your ministry by participating in religious ceremonies training sessions and reflection activities as directed.
• Provide in a pleasant and professional manner a cordial welcome and helpful atmosphere to Pastoral Center personnel.
• Respond to incoming calls and deal with inquiries for Pastoral Center offices directing callers and/or providing information. Take accurate messages as needed and route them to staff in a timely manner.
• Check in/out all Pastoral Center visitors using Raptor; notify staff and meeting hosts of visitors arrival; disseminate and retrieve Priest and Guest badges as directed.
• Process daily incoming mail.
• Update internal telephone lists daily mass front desk coverage schedule and other notices.
• Provide general administrative and clerical support to Communications staff including reconciliation of AMEX account preparing check requests paying of invoices ordering of supplies.
• Mailing correspondence.
• Maintain second floor kitchen supplies.
• Work schedule is typically 8 am to 5 pm Monday through Friday.
• Other duties as assigned.

Knowledge Skills and Abilities:

• Knowledge of the structure and basic teachings of the Roman Catholic Church.
• Ability to provide excellent customer service and work effectively with staff clergy religious and laity.
• Ability to operate various word-processing software spreadsheets and database programs.
• Ability to organize prioritize and utilize effective time management techniques.
• Ability to maintain confidentiality at all times.
• Ability to carry out multiple tasks and meet deadlines.
• Ability to follow instructions furnished in verbal or written format.

Minimum Qualifications:

Education and Trainings:

• High School Diploma or GED acceptable to Texas Education Agency.

Experience:

• One (1) year of full time wage earning related work experience.

Language Requirement:

• English (proficient in conversing reading and writing).
• Spanish (proficient in conversing reading and writing). Preferred but not required.

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas drivers license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

Working Conditions:

• All employees of the Diocese of Austin are engaged in ministry and closely tied to the Bishop in the exercise of his ministry and obligations to the church.
• The Diocese of Austin is an at-will employer.
• All buildings and vehicles owned by the Diocese of Austin are tobacco-free.
• Working in a fast-paced environment with priorities and plans that may change rapidly.
• Working on weekends evenings and some holidays may be required.
• Will be exposed to religious ceremonies conduct and speech including Catholic Christian prayer and liturgical celebrations.
• Will be required to adhere to established dress codes and conduct standards.
• May be required to use personal or diocesan vehicles to drive to parishes or other off-site locations.
• Traveling within and outside the diocese to meetings and other events may be required and travel may include overnight lodging.