DO NOT APPLY HERE!  CLICK THE LINK BELOW TO APPLY THROUGH THE DIOCESE OF PHOENIX jOB BOARD:  

https://dphx.org/job/the-roman-catholic-diocese-of-phoenix-diocesan-pastoral-center-phoenix-az-17-administrative-assistant-ii/

Administrative Assistant II For the Catholic Schoools Office

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

• 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 at all times.
• Welcomes and escorts visitors to the Catholic Schools Office. Demonstrates hospitality and professionalism.
• Answers the telephone professionally, screens all phone calls and relays all messages to the appropriate person.
• Answers all inquiries in a manner that promotes public relations on behalf of the Catholic Schools Office; this includes verbal and written communication.
• Assists in managing the online employment system by posting and monitoring classified job positions, reviewing all applicants, scheduling screening interviews, answering questions of applicants and school administrators about the system and providing applicant data from the system as needed.
• Updates and maintains the Diocesan Catholic Schools substitute list and ensures all substitutes have appropriate documentation and updated SET training.
• Assists with maintaining the database of potential employment connections including colleges, universities and appropriate employment boards and websites.
• Assists WCEA Commissioner with Accreditation tasks and provides clerical support for Accreditation Teams as needed.
• Monitors, updates and communicates scheduling and program activity information for the Catholic Youth Athletic Association.
• Assists with the tracking of school and Catholic Youth Athletic Association income and expenses and works with member schools to ensure appropriate payments are received and invoices submitted.
• Maintains all International Student records (both paper and electronic) for all schools and ensures collection of all support documents needed each semester.
• Answers routine correspondence for Catholic Schools Office.
• Keeps filing system up-to-date for the Catholic Schools Office.
• 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 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.

Knowledge, Skills and Abilities Required

• 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 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.
• Working knowledge of Microsoft Office applications (Word, Excel, PowerPoint and Outlook), Internet navigation and web based tools, Adobe Acrobat Professional, and an ability to learn other computer applications quickly.
• Ability to maintain confidentiality.

Minimum Qualifications

• 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 and manipulation.
• Must have basic knowledge of the Catholic Schools system.

DO NOT APPLY HERE!  CLICK THE LINK BELOW TO APPLY THROUGH THE DIOCESE OF PHOENIX jOB BOARD

https://dphx.org/job/the-roman-catholic-diocese-of-phoenix-diocesan-pastoral-center-phoenix-az-17-administrative-assistant-ii/