Administrative Assistant-(Ministry Department)

Job Description

Job Description

Office Duties and Responsibilities:

• Provide administrative support such as typing letters, memos, creating and maintaining varied databases, copying, collating, filing, distributing mail, ordering supplies, answering telephone calls and assisting callers and visitors.
• Assist with travel arrangements, (airfares, hotels, etc).
• Design, update and print brochures, pamphlets, labels and envelopes as applicable.
• Schedule and keep track of meetings, speaking engagements and travel.
• Prepare requisitions and maintain files on financial transactions.

Ministry Duties and Responsibilities:

Prison Ministry

• Maintain databases for volunteers, parishes and institutions. Including client track volunteer hours.
• Maintain email list for volunteers and institutions.
• Assist with writing and distributing periodic Prison Ministry updates.
• Locate and purchase religious material (pamphlets, missalettes, etc) and on occasion, deliver to volunteers.
• Create, maintain and update data files for production of training materials for volunteers.
• Assist in preparation of volunteer training.
• Assist in preparation of and participation in the Annual Prison Ministry meeting and Lenten Retreat
• Assist with special projects for families of inmates and for ex-offenders.
• Locate and purchase religious materials (pamphlets, missalettes, etcs. and on occasion, deliver to volunteers).

Respect Life Ministry

• Assist with organizing events and creating flyers.
• Assist with Catholic Days at the Capital (CDAD) and other event preparation.
• Mailings to parish representative, several times per year.
• Occasionally attend and assist with events and Respect Life Conferences.

Parish Social Ministry

• Assist with Catholic Relief Service (CRS) tasks
• Assist with Ambassador program.

Qualifications:

• Associates degree with two (2) years' relevant experience or High School diploma with five (5) years relevant experience.
• Proficiency in MS Office Suite, including Word, Excel, PowerPoint, Outlook and internet.
• Assist with Adobe e-Sign documents.
• Participate in a Continuous Quality Improvement (CQI) team
• Excellent driving record.
• Reliable means of transportation.
• Ability to travel within the Diocese of Palm Beach.
• Excellent and professional telephone manner, interpersonal skills, and confidentiality adherence.
• Ability to work effectively with Catholic Charities and Diocesan employees, department heads, representatives of other agencies and the public.
• Ability to multitask, work independently and make responsible judgment calls.
• Ability to respect confidentiality and consistently exercise discretion and good judgment.
• Knowledge and adherence to Catholic Church teachings.

Physical Requirements:

• Ability to work closely with others and alone.
• Willingness to travel throughout the Diocese of Palm Beach to fulfill job requirements
• Willingness to respond to emergency situations without notice
• Occasional light lifting and carrying of under 15 pounds
• Occasional moderate carrying and lifting of 15 - 44 pounds
• Frequent use of both hands and fingers (i.e., typing)
• Frequent extended periods of sitting
• Occasional periods of standing, kneeling and climbing
• Frequent walking and standing
• Frequent reading with attention to detail
• Occasional nighttime vision.
• Occasional ability of minimal hearing (i.e., driving) and routine hearing (i.e., listening to others in

conversation)

The above is intended to describe the general context of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

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