Overview

Description: POSITION: Administrative AssistantFLSA: Non-Exempt SECRETARIAT: Development & Communications and Catholic Faith FormationJOB TYPE: Full-Time INTRODUCTION: The Bishop of Manchester is the visible principle and foundation of unity in the particular diocese entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them. Each position employed in the Diocesan Administration Building helps to extend the ministry of the Bishop in particular ways as outlined in the position description. All employees of the diocesan administration assist the Bishop of Manchester in serving the parishes, schools and institutions of the Catholic Church in New Hampshire. This full-time position reports directly to the Cabinet Secretaries of Development and Communications and Catholic Faith Formation and provides administrative and operations support to the Secretariats. POSITION OVERVIEW: This support position primarily provides administrative, secretarial, consultative, record, correspondence, and reception services to encourage, promote, support, and strengthen the goals and objectives of the various departments located at the Diocesan Administration Building, including primarily Development, Communications, and Catholic Faith Formation.ESSENTIAL DUTIES AND RESPONSIBILITIES:Schedule appointments, arrange and prepare for meetings/special eventsTranscribe and distribute meeting minutes for various departmentsRespond to telephone inquiries and/or make referrals to appropriate partyProvide full range of mail services (sorting, distributing, labeling, bulk mailing)Coordinate the processing of vendor vetting, set-up, ordering, and invoice paymentComplete and submit expense reimbursement requestsDatabase entries and research (i.e. Raiser's Edge)Assist to create, proof, issue, and file correspondence and reports; including for donors, pastors, and/or sending of e-newslettersProvide support to in-person, virtual, and off-site eventsCoordinate Diocesan Digest entries with directors for approval by VicarOrganize and maintain digital and paper files including all received and issued grants, contracts/agreements, photo permissions and licenses, and documents for archivesPrioritize and complete projects and assignments as directed by and in support of the department leadersOTHER DUTIES:Perform other office tasks as assignedOccasionally provide support for Diocesan Parishes and Schools as neededENVIRONMENT: General office, clean, well lit, and environmentally comfortableMinimal exposure to chemicals related to copier equipment and general office solventsPosition requires working at desk during majority of workday with some need to stand and/or walkLifting/carrying of objects weighing up to 20 pounds is requiredFrequent hand manipulation to operate controls is required Requirements: EDUCATION, EXPERIENCE, AND SKILLS REQUIRED: EDUCATION:Associate's degree preferred. Equivalent years of experience considered.EXPERIENCE:2+ years as an administrative assistant at an organization with an excess of 20 employees preferredSKILLS:Advanced level ability in the use of technology including Microsoft 365 - word processing, spreadsheet, database, PowerPoint, and internet programs including virtual meeting platformsMust be comfortable using Microsoft TeamsExperience with mail merges, taking minutes, and transcribing for various boardsAbility to communicate well, both verbally and written EnglishAbility to interact with clergy, religious, and laity, both within the Diocesan Administration Building and outside (parishes, schools, other institutions, and general public) in a knowledgeable and tactful mannerDue to the nature of this position, it is desirable that the individual be understanding and