Administrative Assistant - Immaculate Conceptio...

Visit Parish WebsiteThe Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.Answer phones and schedules appointments. Prepare various document and correspondence for the Pastor’s signature. Maintain correspondence and document files for the Pastor. Provide secretarial and general office support for the Parish Staff. Serve as receptionist and first-line contact for those entering the Rectory office.Duties And Responsibilities

• Answers phones and screens calls for the Pastor. Answers phones for other members of the staff as needed, and when able, takes messages or transfers the call to the appropriate party.
• Opens and sorts mail for the Pastor. Prioritizes the pastor's mail, noting items that require immediate attention or seem to be important.
• Responds to callers and visitors by providing general information and assistance with regard to Parish activities and procedures.
• Prepares correspondence and reports using various word processing, database and spreadsheet software on a personal computer. May draft correspondence for the Pastor’s signature or send out correspondence in her own name on behalf of the Pastor.
• Uses PC graphic software to prepare special notices and postings.
• Maintains Parish files in an orderly and timely fashion. Purges files annually.
• Orders and keeps inventory of office supplies and ensures that there is always an adequate supply of office forms, i.e. sacramental certificates, etc.
• Take minutes of meetings as directed.
• Assist in executing promotional campaigns; prepare special mailings, follow-up phone calls, and other projects as needed.
• Greets visitors and announces them to the appropriate member of the Parish Staff when necessary.
• May schedule meetings and appointments for the Pastor and maintain his calendar, as directed.
• Expected to carry materials and climb stairs.
• Arranges for the use of Parish facilities pending the Pastor’s approval and when necessary, arranges to have maintenance properly set up for activities.
• Provides an appropriate level of hospitality to visitors and meeting attendees, including arranging for coffee and/or other refreshments when required or instructed by Pastor.
• May follow up by phone or written notice to Parishioner’s concerns or requests as instructed by Pastor.
• May be given various other assignments and projects consistent with the responsibility level and general duties of an Administrative Assistant. Assists other members of the Parish Staff in completing their assignments when available or as needed.

• Education Required: High school graduate, GED or equivalent
• Education Preferred: Some college or formal secretarial training
• Experience Required: Minimum of 3 years of related office experience or equivalent combination of formal education and related work experience
• Experience Preferred: 5 years direct secretarial experience in a fast-paced environment
• Skills Required: Basic knowledge of Microsoft Word, Access and Excel; filing and other general office skills.
• Skilled Preferred: Advanced applications of the Microsoft Office suite, bookkeeping, and dictation/transcription. Bi-lingual (Spanish Preferred).
• Other Required: Availability to work overtime as needed