Administrative Assistant

Location

Denver, CO | United States

Job description

Do you want to make a true difference in the world? Come join our team. Feeling ready for a career that gives you the freedom to openly live out your values, foster your spiritual life, AND excel at your work? Do you desire to work where you personally will make an eternal impact on the world? As you look around, you may notice our societal underpinnings, cultural norms, and our overall ethos in America no longer supports and buoys up those seeking to follow Christ. At this pivotal point in history, there is an amazing opportunity to rediscover the power of the Gospel and to bring people to the saving grace and abundance of life in Jesus Christ. If you feel a tug on your heart to live on mission for the glory of the Father, we'd love to meet you. The Evangelization and Family Life Ministries Office is an extension of the Archbishop's teaching office. The mission of the EFLM Office is to provide pastoral equipping for the work of ministry. The EFLM Office's primary audience for ministry are current and emerging leaders (both clergy and lay, paid staff and volunteer, of all language and cultural groups present in the local Church). Intentional Accompaniment is the primary avenue by which the EFLM Office seeks to accomplish its mission (which gives preference to local mentoring over large scale programs/events). The Mission of the Archdiocese of Denver: The Archdiocese of Denver exists so that in Jesus Christ all might be rescued and have abundant life, for the glory of the Father. At the Archdiocese of Denver Pastoral Center, we seek to live this mission by living the following values. You will be love working here if you aspire and strive to live these. Abide in Relationship: Having become sons and daughters of the Father in Baptism, we grow in relationship with him and our neighbor. Be the Cavalry: Our desire is to build up God's Kingdom and to rescue our neighbor. The work to be accomplished is ours. No army is coming; we are the cavalry. Confound the World: We recognize we're on mission to proclaim the power of the Gospel in the modern wilderness, a hostile land which requires courage in the face of opposition. Our joyful, countercultural witness perplexes the world and plants seeds of curiosity about its origin. Key Job Responsibilities: The Administrative Assistant is responsible for providing excellent customer service to youth ministers, group contacts, volunteers, priests, and outside inquirers who attend a Youth Ministry function or inquire with the Youth Ministry team via phone, email, letter, or in person. The Administrative Assistant is responsible for being the primary point of contact for the Youth Ministry team. Tasks include but are not limited to: answering incoming phone calls, responding to emails, receiving physical visitors in the office, managing team incoming and outgoing mail. The Administrative Assistant is responsible for managing all logistics for Youth Ministry/Pastoral Juvenil formation meetings and retreats. Tasks include but are not limited to: booking meeting space, ordering catering, organizing room set up and clean up, preparing any necessary audio visual, providing hospitality (snacks, drinks, coffee, and a friendly face greeting people upon arrival). Managing these logistics will, on occasion, require the Administrative Assistant to shift their hours to accommodate necessary preparation time before events. These shifts in schedule should be discussed in advance, as per the work schedule policy, with the Administrative Assistant's supervisor. The Administrative Assistant is responsible for providing regular "administrative" support to the Youth Ministry Team. Tasks include but are not limited to: maintaining appropriate level of office supplies, making copies, assembling folders/nametags/packets for events/conferences, booking conference rooms for team meetings, assisting in preparing registration packets for conferences and retreats, etc. The Administrative Assistant is also responsible for managing all volunteer / speaker / clergy records for the Youth Ministry Team. Tasks will include being responsible for gathering necessary paperwork (Safe Environment, Background Check, Code of Conduct, Hold Harmless, Letters of Suitability, etc), tracking compliance of volunteers with Archdiocesan Safe Environment guidelines, communicating with youth ministers and group leaders regarding paperwork requirements and assuring all paperwork is filed in preparation for retreats and conferences. The Administrative Assistant is responsible for providing light accounting support to the Youth Ministry team. Tasks include but are not limited to: processing vendor payments, submitting invoices, maintaining accurate financial records for budget purposes, requesting and processing W9s and other paperwork required for vendors/speakers. Key Performance Indicators: Phone calls are answered during normal business hours and not sent to voicemail. Emails are responded to within 24 hours. The Administrative Assistant is able to answer the vast majority of incoming inquiries without needing to delegate questions to other team members. Physical visitors are welcomed, offered light refreshments, and shown excellent hospitality. Mail is checked on a daily basis and outgoing mail is sent with expediency. Youth Ministry and Pastoral Juvenil team members can arrive exactly on time and begin their meeting/retreat without needing to attend to any additional logistic tasks. Attendees of meetings/retreats experience excellent hospitality: they are greeted upon arrival, offered refreshments, and engaged in friendly conversation. Youth Ministers and Group Leaders receive timely and effective communication regarding necessary paperwork and their inquiries about paperwork are answered quickly and professionally. All adult volunteers who are present at Archdiocesan Youth Ministry events/conferences have filed necessary paperwork. Speaker approval requests submitted in a timely manner Clergy Testimonial Letters are received and processed through the appropriate Archdiocesan offices. Organized and accurate records are kept according to the Archdiocesan Document Retention Policy. The Administrative Assistant is comfortable and proficient in the AoD accounting software and provides timely support in regards to budget tracking. Invoices are submitted accurately and in a timely manner. Vendors, speakers, and priests receive payment/stipends accurately and in a timely manner. The Youth Ministry closet is well stocked and team members have access to necessary office materials at all times. Printed materials, name tags, and packets necessary for events are prepared and organized in time for use at events. Other duties that pertain to this position include: The Assistant will look for and make use of many opportunities to build relationships with Youth Ministers and group contacts; and in general will do their best to provide excellent hospitality on behalf of the Youth Ministry team. These opportunities could include: being present at Youth Ministry formation meetings and engaging in frequent and meaningful conversation, building relationships while on phone calls through honest interest in the person on the other end of the call, etc. The Assistant will assist in the creation and management of the yearly team budget. The Assistant will actively look for opportunities to support their team members and assist as needed, especially during times leading up to major conferences. Expectations for all EFLM team members include: All EFLM team members are required to understand and abide by the EFLM Work Schedule Policy. All EFLM team members are required to take a "solitude" day of prayer once per semester. All EFLM team members are expected to take seriously their responsibility to pray daily and continue to grow in their intimacy with God. All EFLM team members are expected to continue their own professional development through attending meaningful conferences, workshops, or retreats; and are expected to participate in ongoing formation meetings withing the EFLM department on a regular basis. Other Duties As Assigned Education and Experience: High School Diploma. Experienced working in an administrative role previously. Experienced with basic accounting tasks (submitting invoices, tracking income/expenses, tracking receipts/submitting reimbursements, etc). Competencies and Qualifications: Fully bilingual candidate is preferred (English/Spanish) Valid Colorado driver license or the ability to obtain one within 6 months of hire. Ability to travel anywhere within the boundaries of the Archdiocese by personal vehicle. Requires strong organizational skills. Requires strong communication (oral and written) and listening skills. Requires an amiable and flexible personality which enables the person to work well with diverse situations and personalities. Requires pragmatic problem-solving skills. Requires computer proficiency with Microsoft Office, including Microsoft Word and Excel products, and Adobe Acrobat. Requires a desire to gain competency in basic project management and be able to assist others with their understanding of the basic concepts. Requires a positive and supportive attitude toward the Catholic Church, her teachings, and her work. Refrain from public promotion or approval of any conduct or lifestyle that would reflect discredit or disgrace on, or cause scandal in relationship to, the Archdiocese of Denver, or considered to be in contradiction with Catholic doctrine or morals. Requires a desire to gain competency in preparing design and construction contracts. Requires a desire to gain experience with project control tools, including scheduling and budgeting Proficient in Microsoft Office Suite required (Word, Outlook, Excel, Powerpoint). Experience with Flocknote, Mailchimp, basic web design is a plus. Ability to work remotely with hardware provided by the Archdiocese. Physical Requirements: Visual acuity both near and far. Manual dexterity with good eye and hand coordination. Good hearing, speech and the ability to operate computer and mouse, copier, printer and telephone. Able to lift items weighing up to 25 pounds. To see the full job posting and benefit information follow this link:

Job tags

Salary

$20 - $22 per hour