Administrative Assistant

KNOWLEDGE, SKILLS, AND ABILITIES:

• Recognize and support the mission, policies and practices of the Catholic Church, Diocese of Boise and St. John’s Catholic Student Center.
• Knowledge of office reception duties including skill in operating multiple line phone system and taking messages.
• Ability to operate e-mail and word processing systems.
• Excellent verbal and written communication skills and interpersonal effectiveness at all levels in the organization.
• Strong clerical, organizational and planning skills.
• Detail-oriented; possess the ability to multi-task and be organized.
• Ability to work both independently and collaboratively.
• Ability to approach and work with people in a manner that creates harmony and promotes a spirit of cooperation.
• Must be able to provide a welcoming atmosphere for visitors, projecting a professional and caring manner, including listening.
• Ability to coordinate staff members to ensure that the Center is staffed effectively, productivity levels are maintained, and workplace morale is high.
• Ability to coordinate with staff members to help develop policies, procedures and guidelines for the Center.
• Ability to manage and conduct the business affairs of the Center in an ethical, efficient and professional manner in conjunction with the overall plans, policies and strategies developed by the pastor, staff, committees and councils.
• Ability to prepare budgets and manage funds to ensure that the Center has adequate resources to carry out its mission.
• Ability to maintain records of Center’s activities and operations, including financial records such as fundraising and stewardship, and long-range goals.
• Ability to maintain confidentiality a must.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Clerical/Office

• Performs receptionist duties by answering telephones and directing callers and visitors to the appropriate person or area.
• Assist with clerical matters as necessary: general mailings, preparing labels, sorting materials, and registrations. Processes both incoming and outgoing mail. Coordinate and prepare Center bulk mailings.
• Provides administrative duties for the pastor and professional staff.
• Provides a responsive administrative liaison between the pastor and staff.
• Files correspondence, reports, minutes and other data as requested.
• Maintains contact with the University and other groups or institutions, including Bengal Catholics Student Club.
• Schedules and coordinates volunteers.
• Prepares Center bulletin and assists in Center newsletter clerical duties.
• Updates Center master calendar.
• Other tasks, projects, duties assigned or delegated by the pastor.

Facilities/Events

• Oversees facilities management to ensure the buildings are in good repair and are being used efficiently.
• Effectively coordinate with clergy to ensure that services and events are properly planned and executed; coordinate with clergy and FOCUS team to ensure that all needs are met.
• Schedules, reserves and prepares spaces for events.
• Assists pastor and professional staff in the preparations for, and implementation of special events.
• Provides background clerical and liturgical work for Center events as requested.
• Maintains Center bulletin boards and outdoor signage.
• Prepares meals or coordinates volunteers preparing meals as needed.
• Purchases supplies for building and events; refill office products as needed.
• Cleans center as needed.

Finance

• Manages Center finances, day-to-day operations, facilities and property management, and office services.

QUALIFICATIONS

Education and Experience

• Demonstrable experience in administrative assistant positions with an excellent performance record.
• Requires a minimum of a high school diploma or equivalent.
• Experience with Microsoft Office Suite, and use of office machines required, as well as a comprehensive knowledge of grammar, spelling, and punctuation.

Essential Physical Abilities

• Ability to perform essential duties without endangering self or other employees.
• Must be able to remain in a stationary, static position; move or traverse within the workspace; operate office equipment and vehicle.
• Converse with others to express oneself and/or exchange information.
• Detects objects to identify proximity, depth and/or color and ability to comprehend and/or perform duties prescribed.
• Motor skills needed for equipment operation and general office duties.
• Sufficient personal mobility, agility, strength, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time, to reach, stoop, bend, and stretch in filing materials, lift up to 50 pounds, and work in an office environment.

Additional Qualifications

• Roman Catholic in good standing with the Church.
• Respect and sensitivity to all cultural groups.
• Ability to utilize technology relative to the requirements of the position.