Bilingual Administrative Assistant I

Diocese of Phoenix Diocesan Pastoral Center•Phoenix, AZ

3d•Onsite

About The Position

To support the Diocese of Phoenix in its mission to evangelize, this position coordinates all registrations and student database record keeping and provides administrative support for the Kino Catechetical Institute staff. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Arranges for Kino classroom space with Building Services Department, coordinates with adjunct faculty regarding AV equipment and classroom needs. • Order textbooks for classes. • Responsible for maintaining an inventory of textbooks for Kino classes. • Assists with distributing textbooks. • Answers incoming phone calls and handles them appropriately. • Provides administrative assistance for the Kino Catechetical Institute Manager. • Attends and provides clerical support for Kino related meetings as required by the Kino Catechetical Institute Manager. • Provides assistance for Saturday and evening classes as needed. • Assists with registration of cohort participants as well as catechist classes, and individual courses. • Assists with the participant database which includes students file, transcript, roster, and Catechetical certificate data. • Assists with the review of catechist certification database on a regular basis and sends out information when recertification is due for all Catholic Schools Teachers and Catechists. • Manages all the catechist certification data and keeps files current. • Processes all the catechist certification and recertification applications as instructed by the Kino Catechetical Institute Manager. • Provides IT support for all Kino distance classes, including 2-year program and catechist formation. • Manages all Kino social media, including Facebook, Instagram, and YouTube. • Creates and edits videos for promotional material. • Puts together printed material as instructed by Adjunct Faculty for catechist certification classes. • Performs all of the above tasks in both English and Spanish languages as needed.

Requirements

Ability to organize, delegate, set schedules, prioritize tasks and work both independently and with other members of the department in a team setting.
Working knowledge of general office procedures, including secretarial techniques, general bookkeeping, accurate record keeping, filing, and attention to detail.
Working knowledge of Microsoft Office applications software.
Working knowledge of or the ability to learn File Maker Pro software.
Excellent verbal and written communication skills in both English and Spanish.
Ability to work occasional nights and weekends.
Active practicing Roman Catholic in full communion with the Church.
Able to articulate a clear understanding of the Catholic faith and to serve as a committed witness to its mission.
High school diploma or equivalent certificate.
Three years’ experience working in a related position.
Vocational training in word processing and office procedures.

Responsibilities

Arranges for Kino classroom space with Building Services Department, coordinates with adjunct faculty regarding AV equipment and classroom needs.
Order textbooks for classes.
Responsible for maintaining an inventory of textbooks for Kino classes.
Assists with distributing textbooks.
Answers incoming phone calls and handles them appropriately.
Provides administrative assistance for the Kino Catechetical Institute Manager.
Attends and provides clerical support for Kino related meetings as required by the Kino Catechetical Institute Manager.
Provides assistance for Saturday and evening classes as needed.
Assists with registration of cohort participants as well as catechist classes, and individual courses.
Assists with the participant database which includes students file, transcript, roster, and Catechetical certificate data.
Assists with the review of catechist certification database on a regular basis and sends out information when recertification is due for all Catholic Schools Teachers and Catechists.
Manages all the catechist certification data and keeps files current.
Processes all the catechist certification and recertification applications as instructed by the Kino Catechetical Institute Manager.
Provides IT support for all Kino distance classes, including 2-year program and catechist formation.
Manages all Kino social media, including Facebook, Instagram, and YouTube.
Creates and edits videos for promotional material.
Puts together printed material as instructed by Adjunct Faculty for catechist certification classes.
Performs all of the above tasks in both English and Spanish languages as needed.