Administrative Assistant - Santa Barbara Region

Department: Office of Regional Bishop

Status: Non-Exempt, Full-Time

POSITION SUMMARY

Provides diverse administrative and secretarial support to Bishop and the priest Secretary to the Bishop and supervises activities of clerical staff to ensure office runs smoothly; and coordinates volunteers to accomplish major events/special projects.

ESSENTIAL FUNCTIONS

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

Office of Bishop

• Provides administrative support to the Bishop; and to the priest Secretary to the Bishop; assumes responsibility for special projects; acts as liaison between Bishop's office and other regional facilities and professional staff.
• Performs secretarial duties including composing/typing correspondence, maintaining files and making travel arrangements.
• Develops and maintains regional budget, including:
• Maintaining computerized budget tracking and reporting system.
• Gathering data and preparing first draft of annual budget based on prior years’experience.
• Preparing periodic budget summaries and monitoring deviations from approvedbudget plan.
• Coordinating activities between the Regional Office and the Archdiocese.
• Plans and coordinates special events that involve over 2,000 in attendance including:
• Coordinating the activities of various committees and task groups (e.g.,decoration, refreshment, parking, etc.)
• Designing and producing programs; publicizing events.
• Planning and arranging for physical set up of event site including assessing needs stages, risers, seating, portable restrooms), ordering equipment and supervising installation.
• Developing and monitoring event budget.
• Acting as liaison with clergy, police, fire department, officials and media representatives.
• Compile and produce various regional publications of best quality consistent with budget limitations, including:
• Gathering directory information.
• Planning/designing format and lay-out.
• Coordinating print and distribution.
• Recruiting, organizing and training volunteer production staff.
• Maintaining/updating subscriber data base.
• Manages office including planning and organizing work activities, assigning and reviewing work, evaluating current methods and automating for efficiency and economy as appropriate.
• Supervises the daily activities of clerical staff; monitors and controls work flow; reviews performance; interviews applicants for employment; and provides training and guidance as necessary.
• Reviews needs and purchases or rents needed equipment and supplies; maintains services records and maintenance contracts.
• Assumes related duties as required.

Office of Religious Education

• Provides backup support to all clerical support staff.
• May supervise the daily activities of volunteers including assigning and reviewing work and providing training and direction as necessary.
• May handle payment for services and fees (received as cash or checks) and prepare deposits and receipts to give to ORE Bookkeeper.
• May keep financial records on all programs of the coordinator(s) he/she supports and generate reports as needed.
• Along with coordinator, manages offering of service through the ADLA Store.
• May perform written or verbal translation (English/Spanish) as necessary.
• Prepares and arranges meetings and workshops.
• Performs research duties to obtain information; collates, organizes and summarizes data for review and action by others.
• Perform related duties as required.

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community.

Knowledge, Skills, and Abilities

Knowledge of:

• office procedures including typing and basic computer skills.
• Basic accounting to develop and monitor annual budgets and prepare routine reports.

Skill in:

• Strong organizational and planning skills.
• Excellent oral and written communication skills

Ability to:

• Effective supervisory skills (sufficient to manage large numbers of volunteers as well as several subordinate staff).

Physical and Environmental Requirements

• Occasionally lift up to 20 pounds.
• Sit for sustained periods of time on a daily basis.
• Perform tasks requiring intermittent walking, bending, stooping, reaching above at or below shoulder level, twisting, grasping, pushing, or pulling.
• Sustain frequent movement of the fingers, wrists, hands, and arms.