Administrative Assistant - Santa Barbara Region

Archdiocese-of-La; Los Angeles (CA); On-site; USD 2,755,000 - 4,822,000; Full time

Benefits offered by this job

Employee Assistance Program (EAP)

Pension Plan

403B Plan

Vacation & Sick Time

Paid Holidays

Great Works Perks (Amusement Parks,Car

Rentals & Hotels, Restaurants, and ShG

Job summary

Archdiocese of Los Angeles seeks an experienced Office Administrator for the Office of Regional Bishop. This full-time non-exempt role provides diverse administrative and secretarial support to the Bishop and the priest Secretary to the Bishop, supervising clerical staff and coordinating volunteers for major events.

Responsibilities include drafting correspondence, budgeting, coordinating between regional offices and the Archdiocese, planning events (over 2,000 attendees), and maintaining

Qualifications

• Active member of a Roman Catholic faith community.
• Know-how of office procedures including typing and basic computer skills.
• Basic accounting to develop and monitor annual budgets and prepare routine reports.
• Strong organizational and planning skills.
• Excellent oral and written communication skills.
• Effective supervisory skills to manage volunteers and staff.
• Physical ability to lift up to 20 pounds and sit for extended periods.

Responsibilities

• Provide administrative and secretarial support to the Bishop and the priest Secretary to the Bishop.
• Supervise clerical staff and coordinate volunteers for major events.
• Prepare budgets, track expenses, and generate routine budget reports.
• Plan and coordinate events, including programs and site setup for large attendance.
• Communicate with clergy, police, fire officials and media as needed.
• Draft, edit, and organize regional publications and reports.
• Maintain coordination between the Regional Office and the Archdiocese.

Skills

Organizational skills

Communication skills

Supervisory skills

Volunteer management

Bilingual English/Spanish

Job description

Job Description

Department: Office of Regional Bishop

Status: Non-Exempt, Full-Time

POSITION SUMMARY

Provides diverse administrative and secretarial support to Bishop and the priest Secretary to the Bishop and supervises activities of clerical staff to ensure office runs smoothly; and coordinates volunteers to accomplish major events/special projects.

ESSENTIAL FUNCTIONS

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

Office of Bishop

• Provides administrative support to the Bishop; and to the priest Secretary to the Bishop; assumes responsibility for special projects; acts as liaison between Bishop's office and other regional facilities and professional staff.
• Performs secretarial duties including composing/typing correspondence, maintaining files and making travel arrangements.
• Develops and maintains regional budget, including:
• Maintaining computerized budget tracking and reporting system.
• Gathering data and preparing first draft of annual budget based on prior years’ experience.
• Preparing periodic budget summaries and monitoring deviations from approved budget plan.
• Coordinating activities between the Regional Office and the Archdiocese.
• Plans and coordinates special events that involve over 2,000 in attendance including:
• Coordinating the activities of various committees and task groups (e.g., decoration, refreshment, parking, etc.)
• Designing and producing programs; publicizing events.
• Planning and arranging for physical set up of event site including assessing needs stages, risers, seating, portable restrooms), ordering equipment and supervising installation.
• Developing and monitoring event budget.
• Acting as liaison with clergy, police, fire department, officials and media representatives.
• Compile and produce various regional publications of best quality consistent with budget limitations, including:
• Gathering directory information.
• Planning/designing format and lay-out.
• Coordinating print and distribution.
• Manages office including planning and organizing work activities, assigning and reviewing work, evaluating current methods and automating for efficiency and economy as appropriate.
• Supervises the daily activities of clerical staff; monitors and controls work flow; reviews performance; interviews applicants for employment; and provides training and guidance as necessary.
• Reviews needs and purchases or rents needed equipment and supplies; maintains services records and maintenance contracts.
• Assumes related duties as required.

Office of Religious Education

• Provides backup support to all clerical support staff.
• May supervise the daily activities of volunteers including assigning and reviewing work and providing training and direction as necessary.
• May handle payment for services and fees (received as cash or checks) and prepare deposits and receipts to give to ORE Bookkeeper.
• May keep financial records on all programs of the coordinator(s) he/she supports and generate reports as needed.
• Along with coordinator, manages offering of service through the ADLA Store.
• May perform written or verbal translation (English/Spanish) as necessary.
• Prepares and arranges meetings and workshops.
• Performs research duties to obtain information; collates, organizes and summarizes data for review and action by others.
• Perform related duties as required.

Requirements

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community.

Knowledge, Skills, and Abilities

Knowledge of:

• office procedures including typing and basic computer skills.
• Basic accounting to develop and monitor annual budgets and prepare routine reports.

Skill in:

• Strong organizational and planning skills.
• Excellent oral and written communication skills

Ability to:

• Effective supervisory skills (sufficient to manage large numbers of volunteers as well as several subordinate staff).

Physical and Environmental Requirements

• Occasionally lift up to 20 pounds.
• Sit for sustained periods of time on a daily basis.
• Perform tasks requiring intermittent walking, bending, stooping, reaching above at or below shoulder level, twisting, grasping, pushing, or pulling.
• Sustain frequent movement of the fingers, wrists, hands, and arms.

Our Benefits Include:

• Employee Assistance Program (EAP)
• Pension Plan
• 403B Plan
• Vacation & Sick Time
• Paid Holidays
• *Great Works Perks (Amusement Parks, Car Rentals & Hotels, Restaurants, and Shopping discounts)
• Transit Subsidy

Location(s)

4311 Wilshire Blvd., LOS ANGELES , California 90011 , United States

Open Positions

1

Salary Range

$24.37 - 429.22

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Employment decisionswill not be made on the basis of race, color, national origin, ancestry,physical disability, mental disability, medical condition, geneticinformation,marital status, sex, age, pregnancy, military or veteranstatus, or political affiliation. However, the archdiocese reserves the rightto make employment decisions based on principles of Catholic moral teaching,religious preferences, and other religious needs, criteria, andpoliciesand, in maintaining this equal employment policy, thearchdiocesedoes not waive any legalexceptions or exemptions thatmay apply to it as a religious nonprofit organization.

These policies applyto hiring, promotion, transfer, and termination. The archdiocese has the rightto be the sole judge of merit, competence, and qualifications, and can favorCatholic applicants and current employees in all employment decisions. Every effortis made to hire staff into positions that will use their abilities mosteffectively and meet archdiocesan needs. Under no circumstances will anapplicant be hired, or a staff member be retained if he or she has beenconvicted of a crime of moral turpitude.

Job-relatedcriteria are used in making employment selection decisions. Selection criteriaare based on the specific applicant’s job skills relative to the essentialfunctions of the job and the minimum qualifications and responsibilities of thejob vacancy for which the applicant has applied. All staff are expected tofulfill the essential functions of the job with or without reasonableaccommodation for any disabilities or medical condition they may have.