POSITION: Executive Assistant - Office of the Bishop FLSA: Non-Exempt
SECRETARIAT: Administration STATUS: Full-time
The Bishop of Manchester is the visible principal and foundation of unity in the particular diocese entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.
Each position employed in the Diocesan Administration Building helps to extend the ministry of the Bishop in particular ways as outlined in the position description. All employees of the diocesan administration assist the Bishop of Manchester in serving the parishes, schools, and institutions of the Catholic Church in New Hampshire.
This position reports to the Director of Operations and Administration and the Bishop.
RESPONSIBILITIES: This confidential position supports the operations of the Bishop’s office though a variety of duties by assisting the Bishop’s executive secretary and other administrative support staff of the Bishop’s office. Key duties will be to document current policies, procedures, and protocols, and assist with areas such as the Bishop’s calendar, correspondence, scheduling, filing, and other duties as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Document procedures and protocols for the successful functioning of the office of the bishop. Examples include appointment letters, faculties, letters of suitability, and general correspondence as well as correspondence to clergy regarding parish activity.
2. Prepare, draft, transcribe, and review of written correspondence.
3. Respond to telephone and electronic inquiries and/or make referrals to appropriate party
4. Meeting, conference, events, and travel set up and management
5. Calendar management
6. Assist in maintaining rosters and records for groups, programs, and organizations such as the Diocesan Finance Council and Public Policy Commission.
7. Assist other departments with special projects such as the Bishop’s Charitable Assistance Fund, New Hampshire Catholic Appeal, Camp Scholarships, Religious Jubilee, Diocesan Finance Council, Catholic Charities, and Tribunal.
8. Assist the Office of Canonical Services and Tribunal, and Judicial Vicar as necessary, including communications with the Apostolic Nuncio for the United States and departments within the Roman Curia.
9. Preparation of expense reimbursements and billing vouchers
10. Prioritize and manage multiple projects simultaneously and follow through on issues and other matters in a timely manner
11. Maintain priest personnel files, parish files, and other files associated with the Office of the Bishop. Follow up to ensure that requests to the Bishop are handled by the appropriate secretariat and correspondence, and actions are recorded in the proper files.
12. Due to the nature of this position, work outside regular business hours may be required.
13. As required, provide support for consultative bodies (e.g., Presbyteral Council, College of Consultors, Deans, Cabinet, etc.). This includes meeting scheduling, participant notification, preparation/coordination of agenda and materials for meeting, set up required video conferencing and other A/V needs, and record, finalize, and publish minutes.
14. Follow up on planned ordinations to ensure that all paperwork, notifications, letters, filing, Call to Orders, letters of suitability, etc. are handled properly.
15. Assist in following up on clergy changes and assignments in consultative bodies, and other committees. This includes tracking expirations, terms, sending thank you letters, etc.
16. Provide tracking and status of open items with estimated completion dates, issues, help needed, etc. to supervisor as required.
1. Assist in maintaining databases of clergy, College of Consultors, Presbyteral Council, Diocesan Finance Council, Pastors/Parishes, and Bishop’s personal address list
2. Greet visitors and provide receptionist services as needed
3. Support the Bishop, and vicars general as required
4. Perform other tasks as assigned
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
- BA in business desired; AS in business or related field required
- Minimum of 5 years in secretarial field or related office experience required
- Proficient with MS Office Suite and database management
- Ability to use office equipment such as typewriters, computers, calculators, keyboards, copiers, fax machines, etc.
- Ability to take initiative, multi-task, and work well under pressure and maintain confidentiality
- Excellent telephone, written communication, interpersonal, and organizational skills
- Ability to demonstrate flexibility and a high level of attention to detail
- Current Notary Public or the ability to achieve
- Ability to relate to, and interact and maintain positive relationships with clergy, religious and laity, both within the Diocesan Administration and outside (parishes, schools, other institutions, and general public) in a knowledgeable, patient, and tactful manner
Due to the nature of this position, it is required that the incumbent be a practicing Roman Catholic who is registered and active in a parochial or religious community.
The venue of this position is a general office environment that is clean, well-lighted, environmentally comfortable, and only minimally exposes employees to office solvents limited to those relative to copier equipment.
Occasional remote work may be available with approval of the Director of Operations and Administration and the Bishop