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Executive Assistant

Office of Religious Education

Posted 11/1/2018 until 1/31/2019

Description:

POSITION SUMMARY: 

Manages a variety of general office activities for the Office of Religious Education by performing the following duties under the direction of the Senior Director. Provides administrative assistance to the Senior Director and another coordinator. ​

DUTIES AND RESPONSIBILITIES

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

  • Engages in, and supports a collaborative culture within and beyond the office and is responsible for the procedures implemented in the ORE.
  • Collaborates in the efforts of ORE in implementing events on a diocesan and regional scale (e.g. RECongress, regional congresses, commissioning, etc.).  May offer transportation of materials to event locations and assist with their removal.
  • Promotes a positive working relationship with his/her coordinator(s) as assigned.
  • Provides administrative services to the Director but may also be assigned to support more than one coordinator within the office.
  • 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 and effectiveness.  May take and transcribe dictation. 
  • Arranges various meetings, workshops, use of facilities and other activities and events.
  • Composes and revises correspondence, reports and memos with minimal input from supervisor.
  • Creates, maintains and updates various records, files and publications, hard copy and electronic.
  • Operates computer to enter data, format and generate reports using standard software.
  • Sets up and maintains databases and confidential files and other records. 
  • 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.
  • Performs routine office duties such as greeting visitors, ordering and distributing supplies, answering and screening telephone calls, copying, collating and distributing reports, processing the mail, etc.
  • May take minutes at meetings.
  • Proofreads correspondence, memos, and various forms and reports for completeness and accuracy.
  • Uses tact and diplomacy to handle sensitive calls and situations and refers them appropriately.
  • May supervise the daily activities of volunteers or clerical staff including assigning and reviewing work and providing training and direction as necessary.
  • Handles payment for services and fees (received as cash or checks) and prepare deposits, check and requisitions, and receipts to give to ORE Bookkeeper.  Keeps financial records on all programs of the coordinators he/she supports and generate reports as needed.
  • Manages offering of services through the ADLA Store.
  • May performs written or verbal translation (English/Spanish) as necessary.
  • Performs related duties as required. 

Requirements:

​MINIMUM QUALIFICATIONS:

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.
  • Bachelor’s degree or equivalent.
  • One or two years of experience in record keeping and database management.
  • Minimum of four years’ experience in increasing responsible secretarial and administrative positions preferably including some experience within the Church.
  • Bilingual English and Spanish


Knowledge, Skills, and Abilities

Recognized organizational and inter-personal skills are required.  He/She should have an ability to work within parish and diocesan systems.

Knowledge of:


  • Archdiocesan and Church policies, procedures and organization.
  • Current word processing, spreadsheet, publishing, presentation and database software. 
  • Basic accounting principles, practices and procedures.
  • Android and Apple smartphones and applications
  • Familiar with online form development and fillable forms. (i.e. Google Docs, Adobe)
  • Basic workings of social media platforms in use by the office.
  • Familiar with online registration systems.
  • English and Spanish usage, grammar, spelling and punctuation.


Skill in:


  • Written and oral communication.  
  • English and Spanish required.
  • File management.
  • Database management.
  • Organization.
  • Long term planning.


Ability to:

  • Perform general accounting functions.
  • Handle multiple tasks and prioritize assignments.
  • Communicate effectively in written and oral form.
  • Develop and maintain effective working relationships.
  • Maintain confidentiality.
  • Operate standard office equipment and computer and learn frequently used applications, including customer management and e-commerce software.
  • 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, 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:

employment@la-archdiocese.org

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

Information/Application Contact:

Office of Religious Education
3424 Wilshire Blvd.
Los Angeles CA 90010
FAX: 213-637-6115
E-Mail: employment@la-archdiocese.org
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a corp. sole. All Rights Reserved