Administrative Assistant

Description

Job Summary

This position is a full-time non-exempt position that reports to the Director of Education, with additional oversight provided by the Executive Director. The office assistant provides administrative support to ensure operation of the office. The position will support the TCCB Executive Director and departmental directors though a variety of tasks related to organization and communication. This position has limited discretion in independent decision making and works under close supervision. 

Ministerial Character

The Roman Catholic Bishops of the State of Texas are the visible principal and foundation of unity in the (arch)dioceses entrusted to them.  In a unique and visible way, the bishops make Christ's mission present and enduring as Shepherds of the Christian Community.  In order to fulfill their mission, the bishops formed the Texas Catholic Conference of Bishops (TCCB) and actively cooperate with and direct its staff to serve as the public policy voice of the Texas Roman Catholic church (the “Catholic Church") in Texas and nationally, coordinate the accreditation and cooperation of Texas Catholic Schools, and help preserve the documents and cultural history of the church through the Catholic Archives of Texas.  The bishops appoint an executive director who is responsible for employing staff to carry out those functions, subject to the TCCB budget.

Each position employed by the TCCB helps extend the ecclesiastical ministry of the Texas bishops within the church community in particular ways, as outlined in the job description.  Therefore, the employee in this position is closely connected to and assists the bishops in the performance of their ministry and thereby engages in ministry for the church.  As a result, the person employed as Administrative Assistant is a lay ministerial position in the TCCB. 

Essential Job Duties 

• Provide day-to day administrative and clerical support to department leadership and staff.

• Greet visitors, answer, screen, direct telephone calls and respond to routine inquiries in a timely manner;

• Respond to routine requests for information and direct questions to the appropriate staff; 

• Demonstrate professionalism, discretion, reliability and attention to detail;

• Receive and distribute daily incoming and outgoing mail at the USPS;

• Assist with processing invoices, purchase requests, reimbursements, and other documents; 

• Prepare, format and proofread, agendas and other administrative documents;

• Enter, update, and maintain accurate information in databases, spreadsheets, and other electronic systems in accordance with department procedures;

• Assist with tracking reports, deadlines, submissions, and other required documentation;

• Keep directors informed of relevant activities;

• Assist with the planning and coordination of meetings, workshops, and conferences;

• Complete office errands including picking up lunches and other supplies when requested;

• Organize and maintain secure and confidential records associated with accreditation, and school information;

• Maintain office supplies and assist with ordering and inventory management.

• Coordinate routine office equipment and service needs,

• Assist the Executive Director and Director of Education with administrative duties as needed

• Assist the Administrative Manager with overall operations of the office

• Perform other duties and special projects assigned;

• Maintain confidentiality when handling confidential and sensitive information with discretion

Knowledge Skills and Abilities

• Knowledge of Microsoft Word, Excel, and Adobe Pro 

• Knowledge of the operation of a business telephone

• Ability to manage a large and diverse workload in a fast-paced environment with minimal supervision

• Ability to maintain confidentiality

• Ability to communicate and work effectively with staff 

• Ability to accurately prepare and maintain records, files, and reports

• Ability to use a computer to input data

• Skill in the operation of office equipment (e.g., calculator, copier etc.)  

• Skill in managing and prioritizing multiple tasks

• Ability to work under pressure and meet deadlines

• Ability to proof all work and have strong attention to detail

Minimum Qualifications

Education

High School Diploma or GED equivalence acceptable to Texas Education Agency

Experience

Three years full-time, wage earning related work experience in clerical activities.

Licenses / Certifications:

Possess a valid driver license.

Must be in compliance with the safe environment (Ethics and Integrity in Ministry) requirements of the diocese in which the Communications Director resides.

Catholic Requirement:

Practicing Roman Catholic in good standing with the Church, as determined by the ordinary of the Communications Director’s domicile, and who has the ability to respect, promote, accommodate, and not be in conflict with the mission, religious, moral and social teachings, doctrines, and ecclesiastical laws of the Catholic Church.

Working Conditions

• All employees are engaged in ministry and closely tied to the Bishops in the exercise of the Bishops ministry and obligations to the Texas Catholic Conference.

• Texas Catholic Conference is an at-will employer.

• Working on weekend, evenings and some holidays may be required.

• Some travel with overnight lodging may be required.

• Use of personal vehicle will be required.

• Work in a tobacco-free environment.