Full Time Administrative Assistant/ Office of the Chancery

The Chancery has an opening for a Full-Time Administrative Assistant.  After having worked for the Chancery for numerous years, Estela has decided to retire at the end of August.  She will be missed, but we are so grateful for her years of service and dedication to the church and the Diocese of El Paso. 
 
Below is a brief summary of some of her duties, if you are interested in applying or know of someone who would be a good fit for our office, please refer them to HR.  All applicants should submit an application, resume and letter of interest.   

Applications will be accepted through July 15th.
 
Brief Summary of Duties and Responsibilities:

1. Screens telephone calls, visitors, and incoming correspondence.
2. Composes and translates correspondence on own initiative about administrative matters and general office policies for supervisors’ approval based on knowledge of the Chancery’s goals.
3. Determines which requests should be handled by the Chancellor and/or Vicar General.
4. Controls mail and assures timely staff response.
5. Prepares and/or sends routine form letters.
6. Anticipates and prepares materials needed by the Chancellor and/or Vicar General for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisors on matters to be considered.
7. Attends meetings, and records and reports on the meeting proceedings when requested.
8. Reads publications, regulations, and directives and takes actions or refers those that are important to the supervisors.  Reviews outgoing materials and correspondence for internal consistency and conformance with the Chancery’s procedures.
9. Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other ministries, etc., under general directions.
10. Requisitions supplies, printing, maintenance, and other services.
11. Establishes and maintains all Chancery files and Clergy personnel files.
12. Performs word and data processing of minutes, memos, agendas, current mailing lists and other documents for the Chancery Office.
13. Processes Chancery’s bills for payment.
14. Participates in staff retreats and continuing education.
15. File--keep corporate files and binders current.
16. Receives and turns in money/checks  to Finance Office for different needs.
17. Sending periodic monthly email to priests, translated letters, along with pertinent enclosures.
18. Assist the Liaison for Women Religious with taking messages, sending faxes, emails, mail outs for Religious women, and being of general assistance to Liaison.
19. Maintain Priests’ appointments, faculties, ordinations, birth dates, and anniversary dates on current and on file for use upon request.
20. Notarizing--Both as Notary Public and Ecclesiastical Notary.
21. Take care of photocopier--from supplies to maintenance.
22. Welcome visitors who have appointment with either Chancellor or Vicar General.
23. Maintain current lists of Diocesan boards and Corporate Boards.

 
Qualifications:

1. Able to maintain strict confidentiality in all matters of conversations, correspondence, phone calls, visitors, requests, emails, and/or texts pertaining to the Chancery Office, clergy and it’s employees. 
2. Comprehensive knowledge of modern office practices.
3. Knowledge, skills and experience in personal computers and word processors.
4. Proficient typing skills at 45 wpm.
5. Five years of work experience in general office procedures and practices.
6. Ability to communicate effectively both orally and in writing in a professional manner.
7. Ability to work with and appropriately handle confidential information.
8. Ability to deal with the public in a professional, courteous and tactful manner.
9. Bilingual English/Spanish.  Able to both read and write in Spanish.
10. Excellent organizing and filing skills.