Administrative Assistant - Finance & Building Operations

Description

 Under the direct supervision of the Chief Financial Officer and Director of Building Operations, Construction, and Properties and in accordance with established policies and procedures, performs confidential administrative and secretarial assignments for the offices utilizing in-depth knowledge of diocesan operations, procedures, and personnel. 

Manages the communication and office needs of the Departments of Financial Services and of Building Operations, Construction, and Properties. Prepares and types letters, reports, articles, minutes and summaries. Schedules all calendars, including appointments, meetings, workshops and conferences. Develops and maintains filing system and keeps all lists updated. Handles all telephone calls. 

Requirements

GENERAL

• Assist Finance Department with secretarial functions

• Answer telephone, take accurate messages, screen telephone calls and visitors, maintain phone logs, and answer routine questions and/or route calls to appropriate staff persons for the departments

• Receive, read, and route incoming mail to the CFO, Financial Services, and Accounting staff.  Prepares and mails all outgoing mail, including general mailings for the department

• Compose, type routine correspondence, coordinate all mailings

• Be proficient in computer software (e.g. MS Products including but not limited to Excel, Word, and custom programs etc.) usage for the department

• Process birthday, sympathy, get-well greetings

• Maintain files of correspondence and other records for the department (including but not limited to tickler, to do list, etc.)

• Transmit/receive faxes and keep fax files on outgoing and incoming faxes for the department

• Maintain calendar including but not limited to meetings, appointments, workshops, seminars, conferences, etc.  for the department

• Make all travel arrangements for Chief Financial Officer, Controller, Accounting Manager, and Manager Multi-Parish/School Accounting; prepare itineraries

• Prepare all payment orders and maintain on-going budget files for the department

• Make deliveries, pickups, purchases as requested

• Participate, record and transcribe minutes at meetings as directed by Chief Financial Officer

• Schedule Workshops (including but not limited to Diocesan Administrative Team Meetings, Schools Budget Workshop, and Temporalities Manual Training workshops) with parishes and schools, prepares for workshops and maintain attendance files  

• Manage Temporalities Manual database and distribution/retrieval of manuals

• Must have good organizational skills and ability to prioritize workload, especially between multiple supervisors and departments

• Maintain a good working relationship with co-workers

• Maintain confidentiality of all materials

• Must have a reliable means of transportation, proof of financial responsibility, must provide a copy of valid Driver’s license and proof of personal automobile insurance 

• Maintains supply list and supplies for department including but not limited to paper, notebooks, general office supplies, etc. 

• Assume and/or perform additional duties as requested and assigned by the Chief Financial Officer

DIOCESAN OFFICES

• Assist in preparation of Diocesan Offices budgets and annual Diocesan Offices budget hearings

• Rotate lunch relief for the Diocesan Office reception desk

• Responsible for inventory control of parish security envelopes and prepares envelopes for distribution

• As directed by Chief Financial Officer, responsible for proper disposal of outdated records

• In coordination with Accounting Department logs checks or makes bank deposit as requested

• Distribute monthly reports to other departments and other related organizations

DIOCESE OF BEAUMONT

• Maintain Real Property inventory; including but not limited to sale/acquisition, taxes, deed files, etc. 

• Assists Claims Risk Manager with secretarial functions

• Assist with general questions regarding parish/school accounting software

• Responsible for maintaining and insuring accuracy for all bank signature cards for all locations

BUILDING OPERATIONS, CONSTRUCTION, AND PROPERTIES

• Assist in correspondence and scheduling for Diocesan Building Commission, and be available to Diocesan Construction Consultant for clerical tasks for the Diocese

• Process disbursement requests as directed by Director

• Maintains supply list and supplies for department including but not limited to supplies etc. for the building and café

• Assist Building Operations, Construction, and Properties Department with secretarial functions

• Assume and/or perform additional duties as requested and assigned by Director of Building Operations, Construction and Properties

Other related duties as assigned

SUPERVISORY RESPONSIBILITIES 

This job has no supervisory responsibilities.

QUALIFICATIONS  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

High School diploma or GED required to successfully accomplish the essential duties of this job. At least three years of experience as a secretary, or related position required. Ability to operate business office equipment, i.e. adding machine, copier, and a demonstrated competence in computer software (all Microsoft Office products, and database programs).

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate, typical of an office with computers and printers.

This is a forty-hour per week position. Office hours for this position are from 8:00am until 5:00pm Monday through Friday. Some evening work may be necessary.