Administrative Assistant for School Office and DPSC Office

Diocese of Steubenville
Administrative Assistant for School Office and DPSC Office

Perform a wide range of administrative and office support activities for each department and/or director to facilitate the efficient operation of the organization.

Primary Duties and Responsibilities for the Office of Christian Formation and Schools:
• Perform basic filing, general correspondence, and clerical duties.
• Sends notifications and tracks renewal process for teachers and principals.
• Prepare packets and service awards for teacher In-service days.
• Track and purchase supplies for schools as requested.
• Prepare materials for meetings.
• Answer inquiries about the department.
• Track monthly projects according to departmental on calendar.
• Complete forms and track deadlines for schools.
• Prepare scholarship applications.
• Track documents required as per the Decrees on Child Protection.
• Maintain child protection and school personnel databases.
• Cross train with receptionist to fill in desk as needed.

Primary Duties and Responsibilities for Diocesan/Parish Share Campaign Office:
• Process offline donations, recording all necessary data in Donor Perfect.
• Organize and maintain written records (pledge cards, checks, etc.) for donations.
• Process acknowledgements for contributions (for the DPSC and other funds).
• Assist with the assembly and processing of bulk mailings as needed.
• Foster excellent donor relationships through professional interactions with donors (answering questions, checking on details of contributions, etc.).
• Assist in efforts to maintain data integrity, working closely with the Assist. Dir. of the DPSC.
• Fulfill tasks assigned by the DPSC Director and Assistant Director, as well as the Finance Director.
• Provide support to a range of fundraising and promotional events - including planning, logistics and on-the-day support.
• Respect the confidentiality of all donors.
• Participate in meetings and special projects as needed.
• Perform basic filing, general correspondence, and clerical duties.
• Assist in the separation on the daily mail.

Skills and Competencies:
• Excellent verbal and written communication skills.
• Displays customer service orientation.
• Attention to detail.
• Demonstrates initiative and reliability.
• Knowledge of administrative and clerical procedures.
• Knowledge of computers and relevant software applications.
• Proficient with Microsoft Office Suite

Education and Experience:
• High School Diploma or equivalent.
• Experience working in an office setting.

Requirements:
• Must understand, support and embrace the mission of The Diocese of Steubenville.
• May require occasional evening and weekend hours.
• Must exhibit a professional, respectful and courteous disposition when interacting with internal and external customers.

Work Place Factors:

While performing the duties of this position, the employee is frequently required to sit, stand, communicate, reach and manipulate objects, tools or controls. The position requires mobility. Minimum physical exertion. Duties involve moving materials weighing up to 5 pounds on a regular basis and may infrequently require moving materials weighing up to 25 pounds. Manual dexterity and coordination are required less than 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment. Usual office working conditions. The noise level in the work area is typical of most office environments.

Reports to: Director of Christian Formation & Schools / Director of Temporal Affairs
FLSA Status: Full-time (Non-Exempt)
Hours: 9:00 am - 4:00 pm some evenings
This is not intended to be an all-inclusive list. Additional duties, expectations and responsibilities may be added or changed as needed to meet the Diocese's growing needs.