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Company Name : Archdiocese of Newark
Location : Newark, NJ 07104
Position : Administrative Assistant – Part-time
Job Description : GENERAL DESCRIPTIONProvides Administrative and secretarial support to the Director of Adjunct Clergy, Director of On-going Formation & Priest Sabbaticals, Director for Permanent Diaconate.SPECIFIC DUTIES AND RESPONSIBILITIESThe following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.Adjunct ClergyKeeps accurate information on current adjunct priests’ data.Assists adjunct priests with telephone inquires in the absence of the director.Ensures adjunct priests are in compliance with RCAN regulations.Maintains current Certificate of Aptitudes from priests’ home diocese.Updates database regularly, adding new priests, change of assignments, etc.Prepares correspondence needed for immigration requests.Corresponds with parishes regarding need for summer assistance.Works with foreign priests to obtain needed VISA’s for summer assignments.Prepare Request for Facilities for all visiting priests.Prepare assignment letters for Cardinal’s signature for all adjunct priests.Draft, review, and mail the correspondence related to adjunct priests.Handles the mail for office and forwards or processes as needed. Answers telephone for executive staff.Manages the office in the absence of the Director by resolving any issues that may arise.Other duties as assigned.On-going Formation & Priest SabbaticalsMakes arrangements for meetings, conferences, and reservations, as necessary.Coordinates mailings for upcoming workshops and retreats for all priests.Contact person for Annual Retreat for all priests.Contact person for Convocation of Priests.Maintains files for all events.Reviews and edits brochures prior to mailing.Assists Director in planning meetings for Newly Ordained and New Pastors.Files letters, contracts, and other correspondence pertaining to the office.Draft correspondence as requested.Records and prepares checks for deposit.Retains an appropriate and adequate inventory of office supplies.Manages the office in the absence of the Director of On-going Formation and Priest Sabbaticals by resolving an issues that may arise.Other duties as assigned.Director of Permanent DiaconateMaintains files for active and inactive deacons outside of diocese.Prepares and mails invoices for tuition due for parishes of diaconate students.Prepares and emails invoices for tuition for all diaconate students.Maintains files on all diaconate students.Adds newly ordained diaconate students to database.Prepares invoices for payment as requested.Prepares and send death notices as needed.Prepares Letters of Good Standing for signature by Vicar General in the absence of his support staff preparing same.Checks files for compliance and updates database.Other duties as assigned.OtherIncardination Board: assists the director with preparing for the Incardination Board meetings.Other duties as requested.Shared ResponsibilitiesComplianceWorks together with the Sr. Executive Assistant and the Department for the Protection of the Faithful to gather data from the Clergy Database and priest files i.e. Disclosure and Authorization Form, Code of Conduct, Background Check ect. for necessary compliance review and management.Prepares letters and Suitability Cards for each priest based on their Background Check. This is done as a shared responsibility with other support staff in the Office of Clergy Personnel.Overall Office of Clergy PersonnelBackup for lunch duty and PTO days for the Sr. Administrative Assistant for handling phones and any visitors to the Office.QUALIFICATIONS/SKILLSPracticing Catholic with knowledge of the Catholic Church’s structure and terminology.Experience working for a parish or Church organization in the Archdiocese of Newark is highly desirable.A positive referral from a Pastor who knows the applicant personally will be required.Outstanding organizational and communications skills required.Typing a minimum of 45 words per minute.Knowledge of Microsoft Office with working knowledge of Word and Excel.Some bookkeeping skills and ability to create spreadsheets.Must have the ability to comprehend the needs, feelings, problems and views of others.Must be personable.Must be able to recognize and resolve situations that require immediate attention.Must be able to handle multiple tasks and proven ability to maintain high level of confidentiality.EDUCATION and/or EXPERIENCEHigh School Diploma or GED and a minimum of four years related experience and/or training or equivalent combination of education and experience.Physical DemandsThe physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Ability to sit for periods of time, use a keyboard, bend to file.Job Type: Part-timePay: $20.00 – $25.00 per hourEducation:High school or equivalent (Preferred)Work Location: One location
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