Administrative Assistant - Santa Barbara Region

Archdiocese of Los Angeles•Los Angeles, CA

8d•Onsite

About The Position

Provides diverse administrative and secretarial support to the Bishop and the priest Secretary to the Bishop, supervises activities of clerical staff to ensure the office runs smoothly, and coordinates volunteers to accomplish major events/special projects. As 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.

Requirements

Active member of a Roman Catholic faith community.
Office procedures including typing and basic computer skills.
Basic accounting to develop and monitor annual budgets and prepare routine reports.
Strong organizational and planning skills.
Excellent oral and written communication skills.
Effective supervisory skills (sufficient to manage large numbers of volunteers as well as several subordinate staff).

Responsibilities

Provides administrative support to the Bishop and the priest Secretary to the Bishop; assumes responsibility for special projects; acts as liaison between Bishop's office and other regional facilities and professional staff.
Performs secretarial duties including composing/typing correspondence, maintaining files and making travel arrangements.
Develops and maintains regional budget, including maintaining a computerized budget tracking and reporting system, gathering data and preparing the first draft of the annual budget, preparing periodic budget summaries, and monitoring deviations from the approved budget plan.
Coordinates activities between the Regional Office and the Archdiocese.
Plans and coordinates special events that involve over 2,000 in attendance, including coordinating committees and task groups, designing and producing programs, publicizing events, planning and arranging for physical set up of event sites, developing and monitoring event budgets, and acting as liaison with clergy, police, fire department, officials, and media representatives.
Compiles and produces various regional publications, including gathering directory information, planning/designing format and lay-out, coordinating print and distribution, recruiting, organizing and training volunteer production staff, and maintaining/updating subscriber data base.
Manages the office, including planning and organizing work activities, assigning and reviewing work, evaluating current methods, and automating for efficiency and economy as appropriate.
Supervises the daily activities of clerical staff; monitors and controls work flow; reviews performance; interviews applicants for employment; and provides training and guidance as necessary.
Reviews needs and purchases or rents needed equipment and supplies; maintains services records and maintenance contracts.
Provides backup support to all clerical support staff.
May supervise the daily activities of volunteers including assigning and reviewing work and providing training and direction as necessary.
May handle payment for services and fees and prepare deposits and receipts.
May keep financial records on all programs of the coordinator(s) supported and generate reports as needed.
Manages offering of service through the ADLA Store.
May perform written or verbal translation (English/Spanish) as necessary.
Prepares and arranges meetings and workshops.
Performs research duties to obtain information; collates, organizes and summarizes data for review and action by others.
Assumes related duties as required.