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Administrative Assistant II

Catholic Schools

Posted 6/27/2018 until 9/6/2018



Under general direction, performs diverse administrative and secretarial duties in support of one or more senior Church officials or other executives. 



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


·         Uses word processing equipment/software to take and transcribe dictation, or type from handwritten material or rough draft copy; reviews drafts and finished documents to ensure correct grammar and spelling; edits for clarity or effectiveness.

·         Composes correspondence, reports and memos with minimal input from supervisor.

·         Acts as information source on department policies and procedures; interprets data and events; may develop new clerical methods to handle data and document procedures as necessary.

·         Performs research to obtain information; collates, organizes and summarizes data for review and action by others.

·         Takes minutes at meetings; transcribes; copies and distributes minutes to those attending meetings.

·         Maintains calendar; makes travel and hotel reservations for out-of-town travel; arranges and coordinates meetings and appointment schedules.

·         Tracks, manages and follows-up with schools on various annual reports and forms. Compiles data on spreadsheets or downloads reports and forwards to supervisor.

·         Maintains databases.

·         Receives, forwards and tracks reimbursements and invoices.

·         Assists supervisor in completing Event Request Forms and Liturgical Forms for special events. Assists in creating booklet for special liturgies, retreats or workshops.

·         Create and send Weekly Memo for Elementary and High Schools via MailChimp and manages contact lists on same software/platform.

·         Reviews and uploads monthly press releases.

·         Sets up and maintains confidential files and other records.

·         Coordinates meetings or events including developing/preparing invitations or other documents; prepares sign-in sheet and name badges, arranges/coordinates meeting places and refreshments/hospitality.

·         May perform written or verbal translation (English/Spanish) as necessary.

·         May perform routine office duties such as ordering and distributing supplies, answering and screening telephone calls, copying, collating and distributing reports, etc.

·         Assumes related duties as required.



Education and Experience

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


  • Active member of a Roman Catholic faith community.

·         High school graduation or equivalent.

·         One year of college in a related field.

·         Minimum of four years experience in an increasingly responsible secretarial/administrative positions.


Knowledge, Skills, and Abilities


Knowledge of:


·         Basic computer skills including knowledge of current word processing, spreadsheet and database software.

·         English usage, grammar, spelling, and punctuation.

·         Archdiocesan policies and organization.


Skill in:

·         Written and oral communication skills.  For positions requiring bilingual skills, the incumbent must be fluent in English and Spanish or other required language.

·         Supervision.

·         Organization.

·         Long term planning.


Ability to:


·         Communicate effectively in written and oral form.

·         Develop and maintain effective working relationships.

·         Maintain tact, cooperation and confidentiality.

·         Operate telephone equipment.

·         Type 60 wpm in order to meet the requirements of the position.

·         Operate standard office equipment and computer.

·         Occasionally lift up to 20 pounds.

·         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, hands, and arms.


Interested candidates must fill out an application, which can be found on our website at: 

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:

Catholic Schools
3424 Wilshire Blvd.
Los Angeles CA 90010
FAX: 213-637-6115
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a corp. sole. All Rights Reserved