Job Details

Diocese of Tucson

Job description

Job Title: Administrative Assistant Status: Full time

Exemption Status: Non-exempt Salary Grade: 22

Department/Location: Bishop Kicanas Pastoral Center/Tucson, AZ

Primary Function: Under the direction of the HR Director or HR Operations Manager is responsible for performing a variety of secretarial and administrative responsibilities and duties including reception and mail operations to support our team with the day-to-day operations. The Employee shall be a minister of the Gospel and Catholic behaviorally while at work and in his/her personal life, "...Live in a manner worthy of the call you have received." (Eph. 4:1)

Essential Duties and Responsibilities:

• Support the pastoral and spiritual mission of the Diocese and the Catholic Church.
• Shall abide by Catholic principles in both your professional and private life and shall govern his/her professional and private life in strict accordance with Catholic morals and principles to demonstrate complete adherence to Catholic moral strictures.
• With oversight, be responsible for the Pastoral Center Reception Area and all mail operations. This includes pickup and delivery of post office and other mail.
• Manage the reception area with utmost professionalism at all times.
• Greet and assist visitors, ensuring a professional office environment.
• Receive and handle in a professional manner incoming emails, mail, calls and visitors with the ability to screen and handle requests for information.
• Foster communications and work collaboratively in a positive, friendly, and professional manner all Pastoral Center employees, Parish, Schools, and other affiliated organizations and others served.
• Maintain electronic and physical files and records as required.
• Provide administrative and secretarial support as required including composing, editing and formatting correspondence, documents and reports.
• Collaborate with Human Resources Department team members on projects.
• Respect confidentiality and privacy of all persons contacted.
• Monitor receptionist and mail operations expenses; process check requests and invoices for payment as required.
• Order and manage office supplies and equipment.
• Perform other duties as assigned.

Physical/Mental Requirements: Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment.

Required Activities: Walking; sitting; standing; stooping; reaching; talking; hearing; carrying; and keyboarding.

Basic Qualifications:

• A working knowledge of, and a strong commitment to the mission of fostering lay leadership in the Catholic Church; must also be a practicing Roman Catholic in full communion with the Church.
• Proficiency in Microsoft Office including Word, Excel, and Outlook processing and general computer skills.
• Strong written and verbal communication skills. Customer service oriented.
• Excellent organizational and time-management abilities.
• Attention to detail and problem-solving skills.
• Excellent human relations and interpersonal skills.
• Be able to manage multiple tasks simultaneously.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Ability to maintain confidentiality.
• The ability to successfully complete a criminal history and background check.
• Professional bearing and clean and neat personal appearance

Education and Experience:

• Associate degree in business or public Administration or equivalent experience and
• Minimum of three (2) years' experience in a high activity environment/office as a secretary or administrative assistant or equivalent

Other/Preferred Skills:

• Proficiency in Spanish preferred

Covenants of Employment:

The Diocese of Tucson is a Roman Catholic religious organization and that all employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church and by Arizona state law. Under the "Zero Tolerance Policy", no one will be knowingly assigned or retained to serve in the Diocese when that person is determined to have engaged in the abuse of a minor or to have violated boundaries in dealing with minors.