Administrative Assistant Consecrated Life - Diocese of Brooklyn : Job Details

Job DetailsJob Location 105373 - Vicar for Clergy - Brooklyn, NY Position Type Full Time Salary Range $27.00 - $32.00 Hourly Job Category Admin - Clerical DescriptionPosition Overview Provide high-level administrative support for the Vicar for Clergy & Consecrated Life and the Episcopal Delegate for Religious. Includes managing the daily operations of the office, coordinating, and organizing activities, schedules, conducting research, preparing statistical reports, handling information requests, performs clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. Provides support for materials of a highly confidential nature. Duties and Responsibilities:

• Manage the daily operations of the Office of the Vicar for Clergy & Consecrated Life.
• Provides support to the Vicar for Clergy & Consecrated Life and the Episcopal Delegate for Religious, assisting them with their role of planning and collaboration.
• Manage correspondences for the Vicar for Clergy & Consecrated Life. Forwards certain correspondence to appropriate department heads for necessary action utilizing a unique knowledge of the organization and functions of agency heads and staff therein. Secures appropriate responses and ensures follow-up.
• Manage and maintain Vicar for Clergy & Consecrated Life schedule. Prepares and maintains daily schedule of meetings and events (calendar management).
• Monitor and respond to emails sent to the Vicar for Clergy & Consecrated Life.
• Arrange appointments for the Vicar for Clergy & Consecrated Life.
• Prepares reports at the request of the Vicar for Clergy & Consecrated Life and the Episcopal Delegate for Religious.
• Maintains record keeping system and files of general and confidential correspondence.
• Assist Vicar of Clergy with assigned Committee Assignments for the Senior Priests Benefits, St. John Vianney, and the Good Shepherd Fund Committees.
• Maintains the offices' procedures for monitoring, following up and completion of issues delivered to the Vicar for Clergy & Consecrated Life via the Diocesan Bishop's Office Ticket Tracking System.
• Coordinate mailings to Diocesan priests.
• Order supplies, communicate with Facilities when repairs are needed, and ensure meeting rooms are neat and clean.
• Coordinates and oversees the preparation for various special events.
• Perform other duties as requested by the Vicar for Clergy & Consecrated Life and the Episcopal Delegate for Religious.

QualificationsEducation and Experience:

• Bachelors' degree and/or 2 - 5 years relevant professional administrative assistant experience required.
• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) preferred.

Required Skills and Abilities:

• Must be a practicing Roman Catholic.
• Knowledge of Church affairs, inner workings of Church environment and the tenets of the Catholic faith.
• Proficient understanding of the structure of a Diocese including but not limited to reporting structure.
• Demonstrated computer proficiency with a minimum typing speed of 50 words per minute; experience with dictation and/or shorthand is preferred.
• Ability to treat confidential information with appropriate discretion.
• An amiable and adaptable individual, able to work effectively with a variety of personalities in a patient, professional, and sensitive Christian manner.
• Demonstrates a strong propensity for taking initiative.
• Highly proficient organizational and time management skills and an ability to handle multiple projects and problems in a professional manner.
• Independent judgment is required to plan, prioritize, and organize diversified workload.
• Strong written and verbal communication skills.
• Bilingual - English and Spanish preferred.
• A thorough knowledge of MS Office, Word, Excel, Access, and Outlook. Familiarity with Power Point preferred.
• Proficiency in using the Internet.
• Ability to effectively utilize MS Office for conducting mail merge operations.