Administrative assistant - OKC

The Secretariat for Stewardship and Development in the Archdiocese of Oklahoma City has an immediate opening for a part-time administrative assistant.

A dependable, organized, articulate and energetic problem solver is needed to join the team. A person who seeks a school-hours (9 a.m. - 2:30 p.m.) administrative position where he or she can work to support the mission of the Church, this position could be for him or her.

Under the supervision of the executive director of Stewardship and Development, the administrative assistant provides administrative support for the Secretariat for Stewardship and Development and Catholic Foundation of Oklahoma. The administrative assistant provides assistance with daily work and projects related to management and operation of the office. This position maintains a high level of professionalism and confidentiality.

The successful candidate should enjoy a diverse range of responsibilities, fast-paced office and have a flexible demeanor. The candidate should be calm under pressure, poised with excellent written and oral communication skills. Bilingual preferred. Basic Microsoft Office software skills are required, and similar experience is essential.

To apply, e-mail a cover letter describing why this position is a good fit, a resume and three professional references to Nancy Largent, director of Human Resources, nlargent@archokc.org.


 

ARCHDIOCESE OF OKLAHOMA CITY CATHOLIC PASTORAL CENTER

JOB DESCRIPTION

 

Position Title: Administrative Assistant

FLSA Status: Part-time, Exempt

Department: Stewardship and Development Salary Grade: 3

Reports to: Executive Director

Direct Subordinates: None

 

Position Description:

Under the supervision of the Executive Director of Stewardship & Development, the Administrative Assistant provides administrative support for the Secretariat for Stewardship & Development and Catholic Foundation of Oklahoma. The Administrative Assistant provides assistance with daily work and projects related to management and operation of the office. This position maintains a high level of professionalism and confidentiality.

 

Essential Functions:

Denotes essential functions of this position, in conjunction with the Americans with Disabilities Act.

§ Provides administrative support for the Executive Director of Stewardship & Development and the Executive Director of the Catholic Foundation of Oklahoma.

§ Assist with scheduling, organization, coordination and logistics of internal and external meetings and events. Reserve meeting rooms, order refreshments, contact participants to confirm attendance, print agendas and handouts, take minutes and other duties as assigned.

§ Draft, edit, proofread, format, mail-merge and send donor and volunteer acknowledgment and other letters as necessary.

§ Prepare and process departmental expense reports.

§ Prepare and process departmental accounts payable and accounts receivable

§ Coordinate supply inventory and orders supplies as needed.

§ Send, receive, sort and distribute mail.

§ Oversee creation and production of mailings such as newsletters, annual reports and special mailings.

§ Receive, handle or transfer phone calls and messages promptly and courteously.

§ Serves as back up support to the Catholic Pastoral Center receptionist, gift processing team, and others as needed.

§ Receive, handle or refer to email inquiries promptly and courteously.

§ Organize and file samples materials and other documents regularly.

§ Attend required meetings and participate as needed.

§ Provide support for special events and projects.

§ Manage departmental Standard Operating Procedures (SOPs)

§ Maintain a thorough understanding of the mission, goals, and priorities of the Secretariat for Stewardship & Development and the Catholic Foundation of Oklahoma.

§ Perform other duties as assigned.

§ 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)

Qualifications:

Education Preferred: Bachelor’s degree from an accredited institution of higher education.

Experience preferred: Professional work as an Administrative Assistant.

 

Skills:

· Ability to work with limited supervision and high motivation

· Good reasoning abilities, ability to independently make decisions using sound judgment

· Ability to work well under pressure, meeting multiple and sometimes conflicting deadlines

· Professional appearance and demeanor

· Excellent technical computer skills in Microsoft Office

· High speed (65 wpm or faster) 10 touch typing

· Clear and legible handwriting

· Excellent oral and written communication skills

· Strong planning and organizational skills

· Valid driver’s license

· Strong work ethic, enthusiasm and confidence

· Philanthropic values and a commitment to service

· An empathy with the ethos of the Catholic Church

· Affinity with the overall mission of the Archdiocese of Oklahoma City

Skills Preferred:

· Bilingual – English/Spanish

· Fluency in the Raisers Edge

 

Work Environment

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

 

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.

Position Type/Expected Hours of Work

This is a part-time position, 25 hours per week. Days and hours of work are Monday through Friday, 9 a.m. to 2:30 p.m.

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.