The Roman CatholicDiocese of St. Petersburg
General Description:
This position offers administrative support to the Office of the Vicar General, the Secretary for Administration, and the Director of Communications.
Essential Functions / Job Responsibilities:
- Handle incoming calls to Bishop’s Office direct line.
- Log all incoming calls on Bishop’s Office call log – including date call received, caller name, phone number, message and final outcome of call.
- Route calls and send phone messages to proper individual via written phone message, email, or text – depending on the urgency of the message.
- Organize and distribute incoming mail for offices supported by this position.
Log all donation requests, incoming mail, and outgoing mail on Bishop’s Office mail log – including date received, staff assigned to handle correspondence, and final file location of correspondence. - Receive and route items for signature for the leadership members on the Bishop’s staff.
- Manage calendars for offices supported by this position.
Set appointments and meetings.
Prepare necessary materials for meetings – including committees overseen by members of the offices supported by this position.
Poll attendees for availability, follow-up on polling, and notify attendees once final date has been selected.
Reservation of conference room.
Coordination of AV needs.
Coordination of catering needs. - Prepares and distributes Pastoral Bulletin.
- Handle correspondence needs for offices supported by this position.
Transcribe dictation, prepare draft letters, finalize work for signature and mailing. - Maintain appropriate files for each office supported by this position.
- Assistance with updating websites as needed by the Director of Communications.
- Manage office files and coordinate retention with Pastoral Center Archivist.
- Coordinate Papal Audience requests.
- Review and process invoices/check requests.
- Prepare and send Ecards for pastoral center birthdays.
- Other duties as assigned.
Working Conditions:
This position generally involves office work during the normal workday, 8:30am to 5:00pm with one hour lunch break. Only on rare occasions will the employee be asked to work overtime or to travel to other Diocesan locations.
Collaborative Relationships:
- This position is expected to work collaboratively with all pastoral center staff.
- This position is expected to work collaboratively with pastors, principals, and their staff.
- This position is expected to be loyal to and supportive of the Roman Catholic Church and the Bishop of the Diocese of St. Petersburg.
Qualities and Skills:
- Must work with high degree of confidentiality.
- Have four to five years of related experience in secretarial work.
- Must have good transcription skills with ability to prepare draft correspondence, proofread, and edit. Must be proficient in Microsoft Outlook, Word, Excel, and Publisher.
Must be proficient in Mail Merge function in Microsoft Word. - WordPress knowledge a plus.
- Must have a high level of personal organization, able to prioritize tasks and organize workflow.
- Must have working knowledge of email, text messaging, computerized (electronic) communications, and web posting.
- Must be able to work with minimal supervision, and coordinate work with other staff members.
- Must successfully pass a level II background screening and attend Safe Environment training.
Note: This description is intended to indicate the kinds of tasks and levels of difficulty that will be required by this position. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.
Please send cover letter along with resume to: Joseph Loeber, Director of Human Resources: [email protected].
