Administrative Assistant

Diocese of Austin•Austin, TX

8d•Onsite

About The Position

The Administrative Assistant is responsible for coordinating all administrative functions of the office and works directly with all professional staff. The position reports to the Associate Director of Communications and operates with some latitude for the use of independent judgment and initiative. As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life. Act as a witness to Gospel values by modeling the teachings of the Catholic Church. Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

Requirements

High School Diploma or GED acceptable to Texas Education Agency.
Two (2) years of full-time wage-earning experience in administrative support.
English (proficient in conversing, reading, and writing).
Must be a practicing Roman Catholic in good standing.
Valid Texas driver’s license.
Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.
Knowledge of the structure and basic teachings of the Roman Catholic Church.
Skill in operating position-appropriate technology, including various word-processing and spreadsheets, database programs, web pages and other standard office equipment and technology.
Ability to provide excellent customer service and work effectively with staff, clergy, religious, to donors and supporters.
Ability to organize, prioritize and use effective time management techniques.
Ability to carry out multiple tasks and meet deadlines.
Ability to process and maintain confidential information.
Ability to follow instructions furnished in verbal or written format.

Nice To Haves

Spanish (proficient in conversing, reading, and writing).

Responsibilities

Process checks for external entities including freelance reporters, photographers and other vendors
Process Post Office mailings.
Reconcile and update designated databases upon receiving all returned mail.
Manage RSVP databases for Communication events through Airtable, Give Central, eCatholic, etc.
Assist in the coordination of staff and committee meetings.
Record and transcribe proceedings during meetings.
Assist with the coordination of off-site events including Lumen Gentium, Administrative Staff retreat, and other diocesan initiatives as assigned.
Assist the print shop with order entries and department coding.
Manage all print distribution requested by Communications to parishes/apostolates.
Process / reconcile AMEX accounts for director-level employees.
Order, process invoice payments, reconcile billing, receive and manage all breakroom/kitchen supplies.
Support processes for Parish Profile information, Mass Attendance information, etc., including the development of documents for the Office of the Vicar General.
Manage Mailchimp Distribution lists.
Support social media and Friday Message Calendar content management.
Maintain media contacts and news placements from our media monitoring service.
Primary backup to front-office receptionist that includes lunch/break and vacation coverage as needed.
Order and maintain inventory/supplies.
Processes /distributes mail as necessary.
Other duties as assigned.