Ministerial Character

The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.

Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.

Job Summary:

The Administrative Assistant is responsible for providing clerical and administrative support such as calendar support, travel planning and basic office management tasks. The position reports to the Chief Financial Officer and operates with some latitude for the use of independent judgment and initiative.

Essential Job Duties:

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.
• Manage daily activities in support of the Finance Office team by answering telephones and taking messages, mailing checks, organize information for special projects, prepare and manage correspondence.
• Arrange, organize and oversee meetings, luncheons, trainings and seminars.
• Prepare presentations and materials, such as agendas, packets, handouts, and slides.
• Organize meeting minutes for council meetings and various committees.
• Document and verify corporate credit card invoices and process purchase requests and travel accommodations.
• Maintain petty cash.
• Maintain finance department document retention including scaning, filing of hard copy documents and moving files to storage annually or as needed, and keep storage log updated.
• Assit parishes with special event insurance applications and documentation needed.
• Maintain a work schedule that maximizes availability to parishes, diocesan staff and other customers.
• Backup to receptionist.

Knowledge, Skills and Abilities:

• Knowledge of the structure and basic teachings of the Roman Catholic Church.
• Skill in MS Office products (Outlook, Word, Excel, Power Point).
• Ability to communicate professionally, both verbally and in writing.
• Ability to provide excellent customer service and work effectively with staff, clergy, religious and laity.
• Ability to organize, prioritize and utilize effective time management techniques.
• Ability to maintain confidentiality at all times.
• Ability to carry out multiple tasks and meet deadlines.
• Ability to follow instructions furnished in verbal or written format.
• Ability to thrive in a fast -pace setting.

Minimum Qualifications:

Education and Trainings:

• High School Diploma or GED acceptable to Texas Education Agency.

Experience:

• Two (2) years of experience in administrative assistant capacity that includes professional correspondence and managing schedules.

Language Requirement:

• English (proficient in conversing, reading, and writing).

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver's license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.