Bilingual Administrative Assistant I

Roman Catholic Diocese of Phoenix; Phoenix (AZ); On-site; USD 35,000 - 45,000; Full time

Job summary

The Roman Catholic Diocese of Phoenix is seeking an administrative support person for the Kino Catechetical Institute. This position focuses on coordinating registrations and maintaining student records, ensuring smooth operations, and providing support in both English and Spanish.

Ideal candidates will have three years of related experience, be active practicing Roman Catholics, and possess strong organizational and communication skills. The position operates in a professional office environment and requires occasional evenings or weekends.

Qualifications

• Active practicing Roman Catholic in full communion with the Church.
• Able to articulate a clear understanding of the Catholic faith.
• Three years’ experience working in a related position.

Responsibilities

• Coordinate registrations and student database record keeping.
• Provide administrative support for Kino Catechetical Institute staff.
• Manage catechist certification data and processes.

Skills

Organizational skills

Attention to detail

Spanish language proficiency

Verbal and written communication skills

Microsoft Office proficiency

Education

High school diploma or equivalent

Tools

File Maker Pro

Job description

Description

Purpose and Scope

To support the Diocese of Phoenix in its mission to evangelize, this position coordinates all registrations and student database record keeping and provides administrative support for the Kino Catechetical Institute staff.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Arranges for Kino classroom space with Building Services Department, coordinates with adjunct faculty regarding AV equipment and classroom needs.
• Order textbooks for classes.
• Responsible for maintaining an inventory of textbooks for Kino classes.
• Assists with distributing textbooks.
• Answers incoming phone calls and handles them appropriately.
• Provides administrative assistance for the Kino Catechetical Institute Manager.
• Attends and provides clerical support for Kino related meetings as required by the Kino Catechetical Institute Manager.
• Provides assistance for Saturday and evening classes as needed.
• Assists with registration of cohort participants as well as catechist classes, and individual courses.
• Assists with the participant database which includes students file, transcript, roster, and Catechetical certificate data.
• Assists with the review of catechist certification database on a regular basis and sends out information when recertification is due for all Catholic Schools Teachers and Catechists.
• Manages all the catechist certification data and keeps files current.
• Processes all the catechist certification and recertification applications as instructed by the Kino Catechetical Institute Manager.
• Provides IT support for all Kino distance classes, including 2-year program and catechist formation.
• Manages all Kino social media, including Facebook, Instagram, and YouTube.
• Creates and edits videos for promotional material.
• Puts together printed material as instructed by Adjunct Faculty for catechist certification classes.
• Performs all of the above tasks in both English and Spanish languages as needed.

Additional Job Functions

• Performs any other job-related functions necessary to ensure the smooth flow of operations and Kino’s customer service focus.

Requirements

Knowledge, Skills and Abilities Required

• Ability to organize, delegate, set schedules, prioritize tasks and work both independently and with other members of the department in a team setting.
• Working knowledge of general office procedures, including secretarial techniques, general bookkeeping, accurate record keeping, filing, and attention to detail.
• Working knowledge of Microsoft Office applications software.
• Working knowledge of or the ability to learn File Maker Pro software.
• Excellent verbal and written communication skills in both English and Spanish.
• Ability to work occasional nights and weekends.

Minimum Qualifications

• Active practicing Roman Catholic in full communion with the Church.
• Able to articulate a clear understanding of the Catholic faith and to serve as a committed witness to its mission.
• High school diploma or equivalent certificate.
• Three years’ experience working in a related position.
• Vocational training in word processing and office procedures.

Work Environment

• This job operates in a professional office environment.

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.