Administrative Assistant II-Catholic Schools Office

Description

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position provides general office administrative services for the Catholic Schools Office at the Diocesan Pastoral Center.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides direct administrative support to the Superintendent and Assistant Superintendents by managing calendars, producing and editing printed and electronic correspondence, screening calls and on-site visitors, answering routine correspondence and all inquiries in a manner that promotes public relations on behalf of the Catholic Schools Office.
• Manages statistical information provided by all diocesan Catholic schools and research other local, state and national school data to assist with analysis and comparison.
• Assists with the marketing efforts of the Catholic Schools Office including coordinating social media marketing strategies. 
• Prepares statistical reports required by the diocese and other agencies as needed for the efficient administration of schools.
• Helps coordinate the scheduling of appointments and meetings; follows up to ensure meeting rooms have been reserved and prepares the rooms for the meetings.
• Assists the accreditation commissioners (Assistant Superintendents) in managing and coordinating the WCEA school accreditation process.
• Assists prospective candidates and school administration with questions concerning navigation of the Catholic Schools online employment system. 
• Assists with the planning and implementation of Catholic Schools Office events.
• Assists with the management of international student records (both paper and electronic) for all schools and ensures collection of all support documents needed.
• Assists in managing Catholic Youth Athletic Association finances, record keeping, and information.
• Performs clerical and administrative tasks required for efficient office administration such as filing, routing of messages, providing for telephone and office coverage, and sorting of mail and like materials.
• Maintains confidentiality of the Office and documents.
• Welcomes and escorts visitors to the Catholic School Office. Demonstrates hospitality and professionalism.
• Answers the telephone professionally, screens all phone calls and relays all messages to the appropriate person.
• Keeps filing system up to date for the Catholic Schools Office.
• Assists with ensuring that all meeting materials, correspondence, applications, and other documents handled by the Catholic Schools Office are complete and accurate; deadlines are met, and that work is completed in a professional manner.
• Types, formats, and prepares documents such as Curriculum Standards, Handbooks, programs, and other material as needed for both publication and web page. 
• Helps to coordinate Catholic Schools Office functions, socials, workshops, in-services, meetings, travel arrangements; may be asked to attend and assist at certain functions; traveling may be required at times. 

Additional Job Functions

• Performs any job-related tasks necessary for the smooth flow of operation within the Catholic Schools Office.
• Assists Catholic Schools Office staff with special projects on an as needed basis.

Requirements

Knowledge, Skills and Abilities Required

• Strong attention to detail.
• Bilingual in English/Spanish preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills and the ability to work with others in a team setting yet work independently.
• Ability to utilize Microsoft Excel for data analysis (including the use of formulas and functions) and report generation (both data and graphical).
• Strong understanding of office software applications including Microsoft Office suite, Google applications (Docs, Sheets, Slides & Forms), desktop publishing/graphic Design (e.g., MS Publisher, Photoshop, Canva, etc.), Internet navigation and web-based tools, Adobe Acrobat Professional, and an ability to learn other computer applications quickly.
• Strong understanding of social media platform uses.
• Ability to maintain confidentiality.
• Ability to organize, set schedules, make travel arrangements, and prioritize tasks.
• Ability to recognize potential problem areas and utilize problem solving reasoning.
• Ability to work under conditions of frequent interruptions and maintain accuracy of detail under pressure.

Minimum Qualifications

• Active practicing Roman Catholic in communion with the Church.
• High school, commercial, vocational, or technical school graduate or equivalent required.
• Three years working experience in a related position.
• Ability to type 50-60 wpm and operate, transcribe, and assemble materials for reports and questionnaires.
• Understands the use of Microsoft Excel for data collection, manipulation, and report generation.
• Must have basic knowledge of the Catholic Schools system.

Work Environment

• This job operates in a professional office environment. 
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.