Part-Time Administrative Assistant (Bi-Lingual) at Diocese of Beaumont

Beaumont, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

31 Dec, 25

Salary

0.0

Posted On

02 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Bilingual, Administrative Support, Communication, Organization, Microsoft Office, Customer Service, Event Coordination, Data Entry, Translation, Proofreading, Record Keeping, Budget Management, Volunteer Coordination, Meeting Preparation, Time Management, Confidentiality

Industry

Construction

Description

Description Under the direct supervision of the Director of Evangelization and Catechesis and Co-Directors of Multi-Cultural Ministries and in accordance with established policies and procedures, performs confidential administrative and secretarial assignments for the Director, utilizing in-depth knowledge of diocesan operations, procedures, and personnel. Manages the communication and office needs of the Departments. Uses discretion in the planning, organizing, and scheduling of programs sponsored by the Office. Requirements GENERAL • Greets visitors, offers coffee/refreshments, and refers to office directors. • Receives, transfers, and places incoming/outgoing phone calls for directors. • Input all information in specific computer programs for retrieval as needed. • Backs up files periodically and archives records at the end of each fiscal year. • Dates, sorts, and processes mail daily, filing. • Makes and retains copies for record department, archives, and calendar for future reference. • Maintains up to date listing of supplies for both ministry offices i.e., supplies and equipment; coordinates, with approval of directors ordering of materials with Catholic Pastoral Center purchasing agent. • Make arrangements for in-office meetings. Reserve conference room; set up equipment; obtain and prepare refreshments as needed. Return conference room to orderly status at end of meeting. • With approval of Directors assist with other Pastoral Center staff/offices when requested/needed. • Rotate lunch relief for the Diocesan Office reception desk. • Maintains professional decorum befitting the office workplace. • Additional related duties as requested and assigned by supervisors. SPECIFIC TO EVANGELIZATION AND CATECHESIS • Handle office phone calls, both incoming and outgoing, regarding Evangelization and Catechesis, accounting, and ordering supplies. • Assists with promotional materials for events. • Helps with the monthly newsletter and other communications. • Provide support for monthly Parish Catechetical gatherings. • Take registration by phone or email. • Handle registration for Catechist Formation Days and other trainings. • Handle registration for OCIA trainings when held. • Handle registration for Evangelization Conference when held. • Maintain spreadsheets for budget and ensure accuracy of both the accounts payable, receivable and grant disbursements. • Prepare disbursement requests. • Ensure that all work going out of the office is very professional in vocabulary and appearance. • Fulfill other related duties as assigned by the Director based upon the growth of the department. • Be responsible for office mailings (OCIA, VLCFF), and filing. SPECIFIC TO MULTI-CULTURAL MINISTRIES • Responsible for creating and maintaining volunteer programs and lists. • Records and processes communications. • Prepare letters, reports, etc. as instructed by Co-Directors. Inputs all information in specific system on computer to be able to retrieve information upon request. Makes copies for Archives, Calendar, or future references. • Greets visitors and refers to the office Co-Directors. • Handles registration, hospitality and other duties related to diocesan events, which includes liturgies, seminars and conferences sponsored by the Office of Multi-Cultural Ministries. • Maintains professional decorum befitting to the office workplace. • Cooperates with other Pastoral Center staff and assists when needed with the approval of Co-Directors. • Attends diocesan staff meetings as directed by the Co-Directors and Administration. • Assists Co-Directors in the preparation of workshops. • Assists with translation as requested by Co-Directors. • Translate documents from English to Spanish and vice versa. • Proofread documents to ensure they are free of errors. • Archives records at the close of each fiscal year. • Assists with the development and maintain a monthly calendar of activities and events of the Office and Co-Directors. • Greet and work with visitors to confirm appointments. • Prepare various documents such as agendas and minutes. • Familiar with Microsoft Publisher, Canva, and similar programs • Prepares, records and processes disbursement requests and inter-departmental transfers. • Maintains appropriate financial records of programs for fiscal year end budgeting / accounting purposes in accord with diocesan policies and procedures including grant funding. • Other related duties as assigned by the Co-Directors of the Office of Multi-Cultural Ministries. SUPERVISORY RESPONSIBILITIES This position supervises volunteers according to diocesan policy and procedures as instructed by directors. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. EDUCATION and/or EXPERIENCE Associate’s degree (A.A.) or equivalent from two-year college or technical school; or two years of secretarial experience and/or training; or equivalent combination of education and experience. Ability to operate business office equipment, i.e. adding machine, copier, and a demonstrated competence in computer software including but not limited to all Microsoft products including Microsoft Publisher and PowerPoint, Adobe products and database programs. LANGUAGE SKILLS Bilingual -- Spanish is preferred. Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs. REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. CERTIFICATES, LICENSES, REGISTRATIONS Must have a current valid Texas Driver’s License and must attend the Safe Environment Training and earn a certificate. OTHER QUALIFICATIONS Must be a Catholic in good standing. Demonstrated ability to set priorities and organize work effectively and efficiently, ability to compose correspondence, minutes, and/or reports. Demonstrated successful work experience establishing and maintaining the offices consistent with the diocesan guidelines. Ability to represent the diocese well to others. Dependable and responsible in carrying out duties and responsibilities and meeting deadlines. Able to grasp quickly how the diocesan offices function. Must be able to work under pressure and to meet deadlines without compromising results. PHYSICAL DEMANDS The physical demands described here 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. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, typical of an office with computers and printers. This is a part-time position. Regular office hours are from 8:00 am until 5:00 pm, Monday through Friday, yet since this is part-time, a schedule will be worked out by the directors. Some evening and weekend work may be necessary.

Responsibilities

The Part-Time Administrative Assistant will perform confidential administrative and secretarial assignments for the Director of Evangelization and Catechesis, managing communication and office needs. Responsibilities include handling phone calls, assisting with promotional materials, and maintaining professional decorum in the office.