Administrative Assistant II

Roman Catholic Diocese of Tucson

Job Description

Job Title: Administrative Assistant II Exemption Status: Non-Exempt Department/Location: Department of Catholic Schools, Tucson, Arizona Primary Function: Under the direction of pastor, business manager, School Principal, or other manager is responsible for working independently in providing a wide variety of administrative support activities in a parish or school. The individual is also responsible for providing leadership and for working independently on a variety of administrative projects as assigned. The Employee shall be a minister of the Gospel and Catholic Teaching both academically and behaviorally while at work and in his/her personal life, “…Live in a manner worthy of the call you have received.” (Eph. 4:1) Essential

Duties and Responsibilities

• Recognize and support the unique Catholic Mission of the school by speaking, acting, and instructing consistent with the teachings of the Catholic Church; a school employee may not espouse, in word or deed, any doctrine inconsistent with the teachings of the Church.
• Shall abide by Catholic principles in the employee’s professional and private life, and shall govern his/her professional and private life in strict accordance with Catholic morals and principles to demonstrate complete adherence to Catholic moral strictures
• Work collaboratively in a positive, friendly, and professional manner with all members of the Diocesan staff
• Work independently as a lead person and be proactive in providing administrative support as requested
• Works collaboratively in a positive, friendly, and professional manner with all employees and with others served.
• Display leadership, personal initiative, coordinate, facilitate and provide support with timeliness and accuracy; provide administrative support as requested by the executive director; provide support to others as requested
• Maintain and respect the privacy of the people supported
• Receive and handle in a professional manner, incoming mail, calls and visitors, screen and handle requests for information.
• Prioritize, coordinate and schedule calendar requests; maintain and ensure accuracy of the calendar; coordinate meetings and other functions
• Provide support as necessary to the board of directors; prepare materials, minutes, and maintain all records.
• Prepare reports for the board and the executive director as necessary.
• Provide support to school scholarship managers
• Establish and maintain a relationship with student tuition organizations
• Prepare cost to educate and tuition reports annually
• Assist with Paycor Recruiting and hiring processes for schools
• Perform other duties as assigned

Physical/Mental Requirements

• Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment.
• Required
• Activities: Walking; sitting; standing; stooping; reaching talking; handling; hearing; carrying; and keyboarding
• Basic
• Qualifications:
• Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic Church; be in full communion with the Church
• Excellent communication skills, both verbal and written; excellent human relations and interpersonal skills
• Exercise courtesy to fellow employees, parishioners, and the public
• Must be a self-starter; well organized; perform multiple tasks simultaneously and work with a sense of urgency
• Ability to maintain confidentiality
• Ability to work collaboratively in a team environment; punctuality is a must at all times; ability to travel locally as required; weekend and evening work may be required
• Be able to type 50 WPM; be proficient with a 10-key calculator.
• Proficiency in computer technology to include word-processing Word for Windows, and Excel; be able to mail merge excel reports, queries, and text documents
• Professional bearing; clean and neat personal appearance
• Ability to successfully pass a background, criminal history, and credit history check

Education and Experience

• Bachelor’s degree from an accredited institution or equivalent work experience
• Two to five years’ experience as a secretary or administrative assistant or equivalent

Other/Preferred Skills

• Bi-lingual (Spanish/English) preferred

Covenants of Employment

The Department of Catholic Schools is a Roman Catholic religious organization and that all employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church and by Arizona state law. Under the “Zero Tolerance Policy”, no one will be knowingly assigned or retained to serve in the Department of Catholic Schools when that person is determined to have engaged in the abuse of a minor or to have violated boundaries in dealing with minors.