Administrative Assistant

Back

Administrative Assistant

@ Diocese of Lafayette

The person in this position is called to provide a Christian, compassionate, and professional demeanor in all aspects of day-to-day operations, with complete confidentiality. The responsibilities of this position frequently involve sensitive matters necessitating discretion. The Administrative Assistant will have extensive communication and interaction with priests, deacons and parish support staff.

While the primary role of this position is that of Administrative Assistant to the Director of Ministries, this position also serves the Office of Worship, assisting with the scheduling, planning and executing of certain diocesan liturgies.

The Administrative Assistant must be a team player who shares and participates in the vision and goals of the Bishop and of the Diocese, while following all diocesan and office policies, procedures and regulations.

Essential Duties and Responsibilities:

  • Serve as a point of contact for Office of Ministries staff members and offices
  • Schedule and maintain Office Director’s calendar
  • Maintain outlook contacts for Director
  • Maintain Diaconate website and internal databases
  • Update office publications as necessary; assist in creating and revising related forms/manuals
  • Design and prepare flyers, brochures, pictorial directory and other programs, as needed
  • Prepare quarterly newsletter
  • Handle routine correspondence via mail and/or email
  • Handle routine clerical duties including but not limited to scheduling appointments, answering/directing phone calls
  • Coordinate regular office-related meetings/events
  • Reserve meeting facilities; coordinate set-up, break-down, clean-up
  • Prepare monthly and yearly office reports as directed
  • Serve as recording secretary when needed (NOPC)
  • Process related invoices, deposits, stipend requests, etc. with Fiscal
  • Maintain filing system, both electronic and hard copy
  • Maintain office equipment and inventory control of supplies
  • Assist Director with coordination of office-related retreats, Masses, and other related events, as directed
  • Assist with Catechetics, Black Catholics, Marriage and Family Life/Pro Life, Hispanic events, as directed
  • Compile annual evaluations for Director, and revise spreadsheet accordingly
  • Assist Director in providing information to Formation Directors of Permanent Diaconate as needed
  • Maintain Safe Environment and Ongoing Formation records for Diaconate
  • Prepare related Letters of Suitability, as directed
  • Annual Events (presence is required)
    • Deacon’s Social
    • Advent/Lent Morning of Reflection for Religious
    • Diaconate Convocation


Qualifications:

  • Ability to maintain confidentiality
  • Knowledge of and experience in current office-related computer system(s), including but not limited to WORD, EXCEL, OUTLOOK and mail-merge programs
  • Knowledge of and experience in publishing software, i.e., Microsoft publisher, Adobe PageMaker, etc.
  • Proficient typing and proofreading skills as well as ability to compose and write in proper format, punctuation, spelling and grammar
  • Self-motivated, prompt in performing tasks and capable of working independently
  • Ability to deal sensitively, courteously and responsively (via telephone, electronic communications, or in person) when responding to inquiries and in making referrals
  • Good organizational skills as well as the ability to multi-task
  • Ability to clearly communicate and interact with the many different persons who will be in contact with the office, including but not limited to clergy, religious and parish support staff
  • Must maintain up-to-date Safe Environment certification
  • High school diploma or equivalent
  • Experience and/or proven ability to become knowledgeable in worship and liturgy a plus
  • Minimum of three years office experience


How to Apply:

Please visit the employment page at: www.diolaf.org/employment

Visit Site to Apply

Location: Lafayette, LA
Date Posted: September 09, 2021
Application Deadline: October 11, 2021