Office Secretary and Administrator to the Director of Office of HDS
Parish Vitality and Mission
Cardinal Meyer Center
3525 S. Lake Park Ave.
Chicago, IL 60653-1402
BASIC FUNCTIONS: As an Office Secretary and Administrator to the Director of the Office of Human Dignity and Solidarity, assists the Director in the management of the office. Handles details of a confidential nature. Performs administrative and secretarial services. Requires broad knowledge of department operations and procedures, and a high level of experience, discretion and technical skill. Operates with great latitude for independent judgment and initiative. Available as a resource for the administrative pool, as directed by the Administrative Chief-of-Staff for the Department of Parish Vitality and Mission. DUTIES AND RESPOINSIBILITIES Bookkeeping•Oversees the budget process.* •Handles bookkeeping functions of office, including entering all donations and accounts receivable in software program, processing deposits and check requests, generating thank you letters to donors and compiling reports.* •Assists in the planning and prepares initial draft of director’s budget •Handles department’s special accounts •Reviews department’s monthly financial statements Secretrarial•Reviews incoming information; identifies and communicates key points to Director. •Answers telephone and provides information; takes and relays messages. •Receives, sorts and prioritizes daily mail. •Composes letters and memoranda from verbal direction from or knowledge of Archdiocese and departments. •Prepares agenda and materials, and records minutes for department meetings. •Prepares reminders concerning department activities. •Assists in preparing for meetings and workshops •Maintains and Archives Office files •Knows the structure and who within the structure can respond to specific needs •Provides guidance in the resolution of routine problems •Sets up and maintains files and records which may contain confidential information. •Coordinates special projects. •Maintains director’s daily appointment calendar; makes travel arrangements as required. •Performs other related duties as requested by the Director or the Administrative Chief of Staff.
Associate’s degree in a field relating to administration and communication or commensurate experience. Bachelor's degree in Theology or Social Science preferred.1- 3+ years of practical experience and/or certification in administrative support field, preferably working in a fast-paced environment with an Archdiocese or Parish. Strong written and verbal communication skills. Ability to interact effectively with individuals at all levels of the Archdiocese. Strong organization skills with the ability to multi-task. High level of discretion in dealing with confidential information. Strong skills with Microsoft Office including Microsoft Word, Excel and Power Point. High level of attention to detail and highly organized. Ability to maintain flexibility. Familiarity and facility with mainstream social media platforms, including but not limited to Facebook, Twitter, Instagram and YouTube. Ability to read, write and speak Spanish with fluency. Must demonstrate understanding, respect and support for Catholic Church teaching, mission and values. Hiring preference will be given to candidates who are Catholic
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Thank you for your interest in the Archdiocese of Chicago.