Job Description

The Administrative Assistant handles a wide range of administrative support and related tasks, working independently with minimal supervision. Support is provided to the Division of Clergy Personnel, including the Offices of Diaconate, Diaconate Formation, Senior and Retired Priests, and Vocations.

Mission: The successful candidate for this position is a practicing Roman Catholic in good standing, committed to the mission of the Church through support of the mission and ministry of the Archdiocese of Baltimore, particularly through ministry related to the priests, deacons, and seminarians of the Archdiocese. The position requires an individual who possesses a strong attention to detail and an ability to maintain a high degree of confidentiality and discretion.

Essential Functions:

• Ability to work as a team with fellow members of the Division of Clergy Personnel, including the staff of the aforementioned offices as well as the other assistants within the chancery, particularly within the Office of the Archbishop.
• Maintain and update the electronic and hard copy filing systems for priests and deacons
• Process requests from priests and deacons for habitual and event faculties to preach and administer the sacraments in the Archdiocese of Baltimore
• Process requests for Letters of Suitability requested by archdiocesan priests and deacons
• Maintain the databases and email lists of priests and deacons in Flocknote, Outlook, Access and UKG systems to assure that they are accurate and up-to-date
• Work with the website administrator to assure that the Clergy Personnel section is accurate and up-to-date
• Assure that clergy, and those being ordained, are in compliance with child safety protection (VIRTUS) requirements
• Provide administrative support to the Director of Senior and Retired Priests, including correspondence, mailings (electronic and paper), and support for special events
• Provide administrative support for special events such as convocations, retreats, days of prayer, workshops, etc. sponsored by the Office of Ongoing Formation for Priests
• Provide administrative support to the Office of the Diaconate and Diaconate Formation, including special events such as area meetings, convocations, retreats, workshops, etc.
• Answer phones and monitor emails, directing them to the appropriate person or office
• Book meeting rooms and set up conference calls
• Draft correspondence
• Process and mail correspondence, including mass mailings and other documents of importance
• Other special projects and duties as the needs arise and are assigned

Required Education and Experience:

• Bachelor’s Degree or equivalent experience
• Minimum three years working in an office/administrative environment

Required Knowledge, Abilities and Skills:

• Knowledge of the basic teachings of the Roman Catholic Church
• Ability to operate basic Microsoft Office Suite programs (Word, Excel, Access, PowerPoint, Teams, etc.)
• Strong computer skills and ability to learn and work with communications programs (Flocknote)
• Excellent verbal and written communications skills
• Ability to work independently as well as part of a team
• Ability to work effectively with staff, clergy, religious and laity
• Ability to maintain a high degree of confidentiality and discretion
• Ability to multi-task and meet deadlines
• Ability to follow both written and verbal directions
• Some flexibility in availability to include occasional evening or weekend commitments
• Ability to work onsite, with some flexibility for limited remote working

Pay Range $22.00 - $25.00, Hourly

Benefits

We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and vacation leave. Please click on the link below for more detailed information:

https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/