Part-Time Administrative Assistant

Diocese of Beaumont•Beaumont, TX

96d•Onsite

About The Position

Under the direct supervision of the Director of Family, Marriage, Youth and the Director of Criminal Justice and in accordance with established policies and procedures, performs confidential administrative and secretarial assignments for the Director, utilizing in-depth knowledge of diocesan operations, procedures, and personnel. Manages the communication and office needs of the Departments. Uses discretion in the planning, organizing, and scheduling of programs sponsored by the Office.

Requirements

Associate’s degree (A.A.) or equivalent from two-year college or technical school; or two years of secretarial experience and/or training; or equivalent combination of education and experience.
Ability to operate business office equipment, i.e. adding machine, copier, and a demonstrated competence in computer software including but not limited to all Microsoft products including Microsoft Publisher and PowerPoint, Adobe products and database programs.
Bilingual -- Spanish is preferred.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to write correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Must have a current valid Texas Driver’s License and must attend the Safe Environment Training and earn a certificate.
Must be a Catholic in good standing.
Demonstrated ability to set priorities and organize work effectively and efficiently, ability to compose correspondence, minutes, and/or reports.
Demonstrated successful work experience establishing and maintaining the offices consistent with the diocesan guidelines.
Ability to represent the diocese well to others.
Is dependable and responsible in carrying out duties and responsibilities and meeting deadlines.
Able to grasp quickly how the diocesan offices function.
Must be able to work under pressure and to meet deadlines without compromising results.

Responsibilities

Greets visitors, offers coffee/refreshments, and refers to office directors.
Receives, transfers, and places incoming/outgoing phone calls for directors.
Input all information in specific computer programs for retrieval as needed.
Backs up files periodically and archives records at the end of each fiscal year.
Dates, sorts, and processes mail daily; filing.
Makes and retains copies for archives, calendar for future reference.
Maintains up to date listing of supplies for both ministry offices i.e., supplies and equipment; coordinates, with approval of directors ordering of materials with Catholic Pastoral Center purchasing agent.
Make arrangements for in-office meetings. Reserve conference room; set up equipment; obtain and prepare refreshments as needed. Return conference room to orderly status at end of meeting.
With approval of Directors assist with other Pastoral Center staff/offices when requested/needed.
Rotate lunch relief for the Diocesan Office reception desk.
Maintains professional decorum befitting the office workplace.
Additional related duties as requested and assigned by supervisors.
Assists Director in preparation of budgets, reports, and other official documentation.
Keeps appropriate financial records for accurate budgetary documentation by establishing and maintaining office record keeping and filing systems for ready access.
Records and processes revenue reports to accounting office.
Verifies revenue and expense reports monthly for accuracy, files appropriately.
Prepares response to budget variances for review of director.
Tracks grant funding and expenditures and reviews with director.
Develops and maintains list of books, videos, resource materials for office. Tracks outgoing/incoming resources.
Assists Director, or may prepare, with supervisory advisement and directions, development of brochures, fliers, and announcements for upcoming programs.
Responsible for preparing disbursement requests for department for approval and submission.
Responsible for preparing income vouchers for department for approval and submission.
Maintains department filing systems, paper and electronic.
Maintains income/expense reports on events.
Assists Director with diocesan liturgical 25th and 50th wedding anniversary celebration preparations and implementation.
Handles To Marry for Life correspondence, finances and other general duties associated with preparation for To Marry for Life Program.
Responsible for maintaining liability forms on all registered youth.
Maintains registrations in database systems.
Responsible for ordering and maintaining office supplies.
Assists in preparation/distribution of booklets, brochures, etc. for programs.
Handles registration for Diocesan Youth Events (including but not limited to Quest Retreat Jr. High Spectaculars; Planning Day Meetings; Parish Ministers’ Workshops; NCYC, Region 10; Diocesan Youth Convention; etc.)
Assists in preparation, registrations, and activities for annual diocesan youth convention. This includes but is not limited to preparation of registration packets, assisting Director in convention layout and planning, maintenance of participant records, receipt of registration forms and fees, ordering of supplies, coordinates meal tickets for diocesan funded lunches and banquets, and other activities as needed or directed.
Supports Director in the preparation and coordination of one-time and recurring diocesan events and meetings:
Receipt of registration forms and fees.
Preparation of name badges and table cards.
Preparation of folders and handouts for meetings.
Assists with purchasing of items for events i.e., food, materials, office supplies, games/activities needed.
Records minutes when necessary.
Maintains strict confidentiality for all matters relating to the Office of Family, Marriage, and Youth Ministry.
Work directly with department head and providers (unit chaplains and priests) to ensure that primary religious services are conducted at each detention facility in the Texas Department of Criminal Justice (TDCJ) and Federal Bureau of Prisons (BOP) systems.
Maintain relationships with assigned clergy (priests and deacons) for each facility.
Maintain tracking and statistical information for all sacraments.
Maintain current volunteer e-mail lists.
Follow Diocesan guidelines at all times, regarding confidentiality, especially inmate correspondence, and clergy responses.
Maintain inventories for bibles, ancillary literature used by clergy, volunteers, and St. Kolbe Prison Ministries.
Assist St. Kolbe Prison Ministries including Core-Team Members and Retreat directors with administrative support.