Administrative Assistant I (Bilingual)

Description

  Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position supports the Office of Worship and Liturgy with a broad range of administrative tasks related to diocesan and episcopal liturgies within the Diocese of Phoenix as well as assisting with the transporting of liturgical items for such events. 

Essential Job Functions

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

• Collaborate with the Office of      Worship and Liturgy staff and Bishops’ assistants to meet departmental      goals and scheduling needs.
• Prepare necessary forms related      to the scheduling of Confirmation Masses and schedule Confirmation Masses      for parishes and schools in a timely manner.
• Communicate liturgical guidelines      for Confirmation liturgies to parishes and schools
• Maintain a master calendar of      liturgies including confirmation dates in coordination with diocesan      offices and parishes.
• Maintain a database of contacts      of those involved in liturgical ministries and the OCIA.
• Maintain professional, accurate,      and timely communication regarding liturgies and office activities.
• Answer phones and respond to      routine communications in a timely, accurate, and professional manner.      Refer liturgical questions to the Director or Manager as appropriate. 
• Print, copy, file, and maintain      organized physical and digital office records.
• Proofread and assist with Office      of Worship and Liturgy publications.
• Translate materials into Spanish      when necessary.
• Track and code invoices, prepare check      requests, contractor payments and mileage reimbursements for the office.
• Assist in the coordination and      staffing of workshops, retreats, and events of the Office of Worship and      Liturgy. 
• Coordinate weekday Masses for the      DPC Chapel, including scheduling liturgical ministers, processing of      payments for clergy, and assisting in the orderly upkeep of the DPC Chapel      sacristy.
• Assist with the care, storage,      and transport of vestments, liturgical items, and event materials.
• Perform other related duties necessary for the smooth flow of operations and tasks of the Office of Worship. 

Requirements

  Knowledge, Skills, and Abilities Required

• General knowledge of Catholic      liturgical practices and sacramental preparation.
• Ability and willingness to be      trained as a liturgical minister. 
• Maintains confidentiality in all      aspects of work.
• Excellent organizational skills      and attention to detail, including scheduling and prioritizing multiple      projects.
• High proficiency in Microsoft      Office applications, especially Outlook, Excel and Word; ability to easily      learn additional online platforms and computer applications (SharePoint,      JotForm, Canva, etc.)
• Ability to accurately proofread      documents.
• Ability to communicate fluently      in Spanish. 
• Proficiency in general office      procedures, record keeping, and filing with attention to detail.
• Works well under frequent      interruptions.
• Demonstrates professionalism with      people of varying backgrounds.
• Excellent interpersonal and      customer service skills; thrives in a team environment.
• Ability to transport items      locally. 
• Ability to work occasionally on      weekends and evenings.  

Minimum Qualifications

• Active practicing Roman Catholic      in full communion with the Church.
• Able to articulate a clear      understanding of the Catholic faith and to serve as a committed witness to      its mission.
• High School Diploma or      equivalent.
• At least two years’ experience in      a related position.
• Valid Arizona driver’s      license. 

Work Environment

• Professional office environment      with rare/occasional remote work as permitted.
• Routinely uses standard office      equipment such as computers, phones, photocopiers, scanners, and filing      cabinets.
• Requires local travel, the      ability to lift and carry items up to 35lbs, climbing steps, and the      ability to stand for extended periods of time at events.  

Other Duties

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