Navigate Up
Sign In
Login
Access your ACES WebMail
The Archdiocese of Los Angeles Web Portal
 

 Resources

 

Executive Secretary (Bilingual English/Spanish Required)

Office of the Vicar for Clergy

Posted 1/30/2018 until 7/20/2018

Description:

POSITION SUMMARY:

Under general direction, performs diverse administrative and secretarial duties in support of the Executive Assistant, the Vicars for Clergy, and senior Vicar for Clergy Office staff in relation to 1) benefits for priests, and 2) processing complaints with poise and compassion.  May supervise routine clerical activities of permanent and temporary junior staff.

By nature of this office, the position involves exposure to sensitive information and interaction with visitors, which necessitates considerable use of confidentiality, diplomacy, discretion, judgment, and a professional image.


DUTIES AND RESPONSIBILITIES:

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and missions of the Church in performing their work.

 

  • Provides telephone coverage for the Office; needs to exhibit a high level of compassion and patience when dealing with callers; directs, screens, and answers calls and emails to proper person within the Office or other offices; greets visitors to Department.
  • Processes check requests as needed.
  • Maintains file of priests’ Wills and Advanced Directives, and Power of Attorney documents.
  • Assists Liaison to Retired and Ill Priests as needed.
  • Processes general mailings through ACES or otherwise, e.g., retreat notices from the House of Prayer, announcements regarding local and non-local Ongoing Formation opportunities for priests.
  • In the absence of the Executive Assistant, opens, scans, and distributes incoming mail.
  • Uses computer to type from handwritten material or rough draft copy; reviews drafts and finished documents to ensure correct grammar and spelling; may edit for clarity or effectiveness.
  • May take and transcribe dictation.
  • Maintains calendars; arranges and coordinates various meetings and appointment schedules, workshops, use of facilities, activities, and events.
  • Composes and proofreads correspondence, reports, and memos and various forms for completeness and accuracy with minimal input from supervisor.
  • Acts as liaison between senior staff and the junior staff to ensure that the latter accomplish work projects as planned.
  • Acts as information source on policies and procedures; interprets data and events; may develop new clerical methods to handle data and document procedures as necessary.
  • Performs research duties to obtain information; collates, organizes, and summarizes data for review and action by others.
  • Operates computer to enter data, format, and generate reports using standard software.
  • Filing, including set-up, organization, updates, and maintenance of files and other records.
  • Performs written or verbal translation (English/Spanish) as necessary.
  • Provides data or reports to various ACC Departments and other parties as requested.
  • Performs routine office duties such as copying, collating, and distributing reports, etc.
  • Takes minutes at meetings.
  • Provides backup support to other VFC office staff.
  • Assists in special projects as necessary.
  • Perform bilingual secretarial duties, including written or verbal translation (English/Spanish) as necessary.
  • Maintains office equipment running smoothly (cleans as required and calls for repair service as needed).
  • Performs related duties as required.


Requirements:

MINIMUM QUALIFICATIONS:

Education and Experience

Any combination of experience and education likely to provide the required knowledge, skills, and abilities, typically:

  • Active member of a Roman Catholic faith community
  • High school graduation or equivalent.
  • Two years of secretarial training.
  • Four years of secretarial experience.
  • Bilingual – strong written and verbal communication skills in both English and Spanish languages including correct grammar, spelling, clarity, legibility, and punctuation.

 

Knowledge, Skills, and Abilities

Knowledge of:

  • The mission and organizational structure of the Catholic Church.
  • Office procedures and business etiquette.
  • Current word processing, spreadsheet, and database software.
  • Android and Apple smartphones and applications.
  • Simple bookkeeping and record keeping methods and procedures.

Skills in:

  • Typing speed sufficient to meet production requirements (minimum of 60 wpm).
  • Operating standard office equipment, including computer terminal and related office software.
  • Delegation of tasks.
  • Public contact.
  • Report assembling.
  • Short-range organizational planning.
  • Telephone communications and etiquette.

 

Ability to:

  • Maintain a high level of confidentiality.
  • Function as part of a team and work within a group setting.
  • Develop and maintain effective working relationships.

  • Represent the Vicars on the telephone and when receiving guests to the Office.
  • Pay great attention to detail.
  • Compose correspondence and summarize information independently.
  • Occasionally lift up to 20 pounds.
  • Work independently with minimal supervision.
  • Sit for sustained periods of time on a daily basis.
  • Perform tasks requiring intermittent bending, stooping, and walking.
  • Sustain frequent movement of the fingers, wrists, hand, and arms.


HOW TO APPLY:

 
Interested candidates must fill out an application, which can be found on our website at: http://archla.org/employmentpdf
 
The completed application must be submitted, along with a resume to: 
 

Please submit the email with the following subject line:
Your First & Last Name, Position applying for, Location​​​





Information/Application Contact:

Office of the Vicar for Clergy
3424 Wilshire Blvd.
Los Angeles CA 90010
FAX: (213)637-6115
E-Mail: employment@la-archdiocese.org
© The Roman Catholic Archbishop of Los Angeles,
a corp. sole. All Rights Reserved