Administrative assistant - OKC

The Archdiocese of Oklahoma City is seeking an administrative assistant to provide support for the department of evangelization and discipleship at the Catholic Pastoral Center. The assistant will coordinate schedules, facilitate communication and registrations for departmental events, submit invoices and credit statements, and perform other administrative duties, including answering calls and maintaining office supplies. Previous office experience and proficiency in Microsoft Word, Excel and PowerPoint is required. Must also be a practicing Catholic in good standing with the Church. Send resume and cover letter to humanresources@archokc.org.


Title: Administrative Assistant – Support Staff
Department: Department of Evangelization and Discipleship
Reports to: Associate Director of Evangelization and Discipleship
FSLA Status: Non-exempt                                                                                                    Salary Grade: 3

Position Description:
The Administrative Assistant provides administrative and secretarial support for the Department of Evangelization and Discipleship and its respective offices.

The employee is required to convey the Church’s message and to assist in carrying out the Church’s mission. The employee is required to uphold the standards of the Catholic Church in his/her day-to-day work and personal life. ALL employees are expected to be persons of integrity and must conduct themselves in an honest and open way, free from deception or corruption and in a manner consistent with the discipline and teachings of the Catholic Church. Personnel are expected to follow rules of conduct that will protect the interests and safety of all, including the standards and policies set forth in the Archdiocesan Code of Conduct and other Archdiocesan Policies and Guidelines.

Every employee of the Archdiocese is expected to exemplify a spirit of service to others, in words and actions, to support clergy and religious; volunteers; colleagues; parish communities, and all others in a compassionate, professional, truthful, and friendly manner.

Whoever would be first among you must be servant of all.
(Mk 10:42-44; Mt 20: 25-28)

General Responsibilities:
 

• Communicates and interfaces with Pastoral Center staff, the public and church personnel in person, by phone and via email, using appropriate discretion.
• Articulates the philosophy of the Archdiocese and Mission of the Department of Evangelization and Discipleship.
• Collaborates with all programs and departments to assure client data is current and formatted to meet the needs of the Department of Evangelization and Discipleship.
• Remains well-informed of the guidelines and policies of the Archdiocese.

Specific Responsibilities:

• Coordinates with offices regarding scheduling; reservation of spaces for all events and meetings held on the campgrounds.
• Maintains the calendar of events for the Department of Evangelization and Discipleship and other offices and departments within, as requested.
• Interfaces with the Finance Office to assure all invoices and receivables are coordinated in a timely manner and monthly credit card statements are processed for the offices or departments assigned.
• Maintains and facilitates registration and ongoing communication for events in the Department.
• Provides administrative and clerical support for the offices of the Department of Discipleship and Evangelization.
• Provides administrative and clerical support for marketing efforts in the Department.
• Assists with registration materials, invitations, and mailings for all events in the Department.
• Handles incoming calls, mail and email and distributes, as necessary. 
• Orders and maintains office supplies.
• Performs other duties as assigned.

Skills/ Competencies:

• Familiarity with the guidelines and policies of the Archdiocese; support the philosophy and mission of the Archdiocese.
• Ability to communicate and interface in a tactful and professional manner with the clergy, Catholic Pastoral Center staff, parish and school personnel and the general public in person, by telephone and via e-mail.
• General clerical skills, including typing, photocopying, faxing, mailing, maintaining of electronic and hard copy filing system(s), opening and distributing incoming correspondence.
• Advanced use of Microsoft Office software, including Word, Excel, and PowerPoint.
• Organizational efficiency, adaptability, time management and the ability to anticipate needs; attention to detail and accuracy, flexibility and adaptability.

Qualifications: 

• At least three (3) years office experience required. 

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/Mental Demands: 
Primarily sedentary work requiring the ability to lift/carry a maximum of 25 pounds; physical requirements include frequent bending, standing, walking; continuous ability for speech communication and hearing in order to communicate with members of the clergy, parish staff, CPC employees and the public. Mental demands require continuous ability for both oral and written communication; frequent problem solving and concentration; and occasional analytical ability and creativity.  A welcoming attitude with attention to “customer service” in a pastoral setting are key. 

Conclusion
Note: The above statements are intended to describe the general nature and level of work performed by an employee in this position. These statements are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees in this position. Nothing in this job description restricts management’s right to assign or reassign job duties as required. This job description is not to be construed as a guaranteed contract of employment for a definite period of time.