Administrative Assistant - Office of Faith Formation

Job Description

Primary Purpose:
Provide administrative support for the Office of Faith Formation. Support the Catholic Schools Office and the Office of Deacon Formation as needed.

Essential Functions:
1. Review and sort all in-coming mail / materials and expedite distribution of correspondence to appropriate staff. Answer phone calls and take messages for staff, screening calls, if necessary and returning calls as directed.
2. Coordinate administrative matters for meetings, workshops, and conferences, including arranging for meeting rooms & refreshments, ensuring adequate materials for attendees, assisting staff in creating presentations, traveling with staff to the event, assisting on-site and taking minutes.
3. Managing certain Diocesan conferences and events will require managing registrations and processing payments, in addition to arranging for meeting rooms & refreshments, ensuring adequate materials for attendees, assisting staff in creating presentations, traveling with staff to the event, assisting on-site and taking minutes.
4. Write, edit, and type handbooks, letters, and other documents for staff in a timely and efficient manner. Maintain proper filing systems and electronic records, assuring accurate recording of documents and efficient retrieval system.
5. Assist in communicating to Parish Catechetical Leaders, ministry volunteers, and Catholic School Administrators through digital newsletters and managing updates for the departments' webpages.
6. Manage the Foccus Marriage prep inventory process, assuring that information for each couple is complete.
7. Assist the Superintendent in communicating to parents and school administrators regarding the Monsignor Lafferty Tuition Foundation (MLTF).
8. Provide support for the Office of Permanent Deaconate program including formation activities, retreats, and ordinations.
9. Coordinate superintendent's schedule for meetings along with creating annual Catholic Schools Office calendar.
10. Assist with the International Exchange Student program.
11. Manage the Office of Faith Formation's grant and scholarship process.
12. Collect data and maintain databases and spreadsheets with statistical information regarding Diocesan Schools and Parish programs. Facilitate completion and distribution of reports as requested.
13. Assist the Finance Department in maintaining records of all financial transactions regarding activities of the Offices supported by obtaining purchase orders and supplying documentation regarding purchases. Facilitate special order requests and monthly credit card reporting for department Directors. Purchasing requires determining vendor sources, cost, and time requirements to fulfill orders.
14. Assume other duties as assigned - special projects, balancing of workload, or assisting in absence of other employees.
Collaborative Relationships:
• Office of Faith Formation
• Catholic Schools Office
• Office of Permanent Diaconate
• Chancery Staff

Supervisory Relationships: None; this is not a supervisory position.

Knowledge, Skills, Experience Required or Preferred:
Must be a Catholic of good standing with the Church. Two years of advanced training in business administration, office procedures, accounting or general clerical skills required; BA or BS degree preferred. Minimum of two years' experience is secretarial duties and/or office management required. Strong computer skills with detailed knowledge of Microsoft Office programs (Word, Excel, PowerPoint, etc.), and Google workspace (drive, docs, sheets, slides, etc.) required; experience with desktop publishing helpful. Must have demonstrated ability to work as part of a team. Excellent organizational and communication skills needed, including the ability to deal tactfully and graciously with the public. Respect for confidentiality of work, school records, and participant information is absolute. Bilingual language skills (Spanish/English) highly desirable.
Physical and Cognitive Requirements:
Sedentary work - involves sitting most of the time, walking and standing are required occasionally. Duties require occasional travel, including evening and weekend meetings. Although work is performed primarily under inside environmental conditions, the required travel may result in temporary exposure to outside environmental conditions. Regular driving and a valid driver's license are required. Clerical duties require working at distances close to the eyes; tasks include preparing and analyzing data and figures, use of computer terminals, extensive reading, and visual interpretation.

Duties require carrying out detailed written or verbal instructions; dealing with several concrete variables.

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required in the position described and may be supplemented or amended as necessary. I have read and understand these job duties and my supervisor has reviewed these requirements with me. In addition, I affirm that I understand my role in the ministry of the church, that I fully support that ministry, and that I will behave in a way that is consistent with the guidance of the Bishop and the greater church. I agree, to be respectful of the Catholic Church and its teachings and to comply with the moral standards of the Roman Catholic Church. I will refrain from any conduct or lifestyle that is in contradiction to Catholic social doctrine or morals including, but not limited to: cohabitation outside of marriage; sexual activity outside of wedlock; same-sex sexual activity; use of abortion; use of surrogate mother; advocacy (defined as presenting or promoting as acceptable) for conduct, lifestyle, positions, policies, programs, causes or movements in contradiction to Catholic social doctrine or morals; and/or flagrant deceit or dishonesty.

About the Employer

We, the Bishop and ministers of the Diocese of Sioux City, declare our mission to nurture the body of Christ through our Baptismal call to proclaim, celebrate, serve and teach the Gospel of Jesus Christ.