General Summary of the Position

This position performs advanced administrative functions and keeps complex records. Decisions are made independently (within the scope of the job) and contain frequent new and varied work situations. Contacts frequently involve confidential/sensitive matters necessitating discretion.
Responsibilities
Essential Duties and Responsibilities of the Position

• Assists both the Director and Associate Director, Safety & Security in managing daily operations of the office including, but not limited to, phone, clerical, correspondence, mail, and record keeping
• Maintains accurate and complete files for the Safety & Security Department
• Schedules appointments and prepares for meetings, conferences, and travel.
• Requisitions departmental supplies and ensures equipment is operational
• Handles varied administrative projects and procedures within the department
• Handles and is responsible for confidential records and information within the department
• Screens and routes phone calls, greets visitors, answers questions, and resolves problems within the scope of authority and responsibility
• Composes and types own correspondence on matters not requiring personal response from supervisor
• Maintains high level of confidentiality
• Remain up to date on all required certifications
• Performs other work-related duties as assigned
• Punctual and reliable to report to work on a daily basis

Additional Ministerial Responsibilities:

Practicing Catholic with thorough knowledge and understanding of Catholic teachings
Travel to off-site locations to include Parishes and Schools to assist with training and attend training seminars
Qualifications
Position Requirements

Knowledge, Skills and Abilities:
• Must be able to work within established guidelines of authority
• Must be able to make decisions quickly within area of expertise
• Extensive experience in a professional office environment
• Proven ability to organize files, events and materials in a successful manner
• Proven ability to communicate successfully in verbal and written form
• Excellent capabilities with Microsoft Word, Excel, Access, Power Point, Outlook and Teams (Zoom)
• Managing documents and forms in Adobe Acrobat, including converting documents from Acrobat to MS Word
• Ability to learn new software programs as needed.
• Ability to maintain strict confidentiality in all matters
• Must have a very professional demeanor and appearance and strong interpersonal skills
• Accurate typing and/or word processing at 60-80 words per minute
• Positive, practical attitude with balanced initiative

Education and Experience:
• High School diploma or equivalent required; 2 years college preferred
• Three years minimum administrative experience required
• Some experience with a non-profit organization preferred
• Excellent interpersonal communication and facilitation skills

Special Requirements:
• Must be available to work 9AM to 5PM five days a week (Summer Hours 8AM to 5:45PM Monday through Thursday), with occasional overtime
• Must be able to travel off-site for long distances to visit Parishes and Schools when required.
• Will be expected to assist with the duties of the front desk receptionist desk when needed
• Bilingual English/Spanish (written and spoken), preferred

• Must be able to walk extensively, climb ladders and lift objects up to 50 lbs. Must be able to perform work outside in undesirable weather when required.