Administrative Assistant I (Bilingual) in Phoenix, Arizona at Diocese of Phoenix Diocesan Pastoral Center

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position supports the Office of Worship and Liturgy with a broad range of administrative tasks related to diocesan and episcopal liturgies within the Diocese of Phoenix as well as assisting with the transporting of liturgical items for such events.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Collaborate with the Office of Worship and Liturgy staff and Bishops’ assistants to meet departmental goals and scheduling needs.
• Prepare necessary forms related to the scheduling of Confirmation Masses and schedule Confirmation Masses for parishes and schools in a timely manner.
• Communicate liturgical guidelines for Confirmation liturgies to parishes and schools
• Maintain a master calendar of liturgies including confirmation dates in coordination with diocesan offices and parishes.
• Maintain a database of contacts of those involved in liturgical ministries and the OCIA.
• Maintain professional, accurate, and timely communication regarding liturgies and office activities.
• Answer phones and respond to routine communications in a timely, accurate, and professional manner. Refer liturgical questions to the Director or Manager as appropriate.
• Print, copy, file, and maintain organized physical and digital office records.
• Proofread and assist with Office of Worship and Liturgy publications.
• Translate materials into Spanish when necessary.
• Track and code invoices, prepare check requests, contractor payments and mileage reimbursements for the office.
• Assist in the coordination and staffing of workshops, retreats, and events of the Office of Worship and Liturgy.
• Coordinate weekday Masses for the DPC Chapel, including scheduling liturgical ministers, processing of payments for clergy, and assisting in the orderly upkeep of the DPC Chapel sacristy.
• Assist with the care, storage, and transport of vestments, liturgical items, and event materials.
• Perform other related duties necessary for the smooth flow of operations and tasks of the Office of Worship.

Knowledge, Skills, and Abilities Required

• General knowledge of Catholic liturgical practices and sacramental preparation.
• Ability and willingness to be trained as a liturgical minister.
• Maintains confidentiality in all aspects of work.
• Excellent organizational skills and attention to detail, including scheduling and prioritizing multiple projects.
• High proficiency in Microsoft Office applications, especially Outlook, Excel and Word; ability to easily learn additional online platforms and computer applications (SharePoint, JotForm, Canva, etc.)
• Ability to accurately proofread documents.
• Ability to communicate fluently in Spanish.
• Proficiency in general office procedures, record keeping, and filing with attention to detail.
• Works well under frequent interruptions.
• Demonstrates professionalism with people of varying backgrounds.
• Excellent interpersonal and customer service skills; thrives in a team environment.
• Ability to transport items locally.
• Ability to work occasionally on weekends and evenings.

Minimum Qualifications

• Active practicing Roman Catholic in full communion with the Church.
• Able to articulate a clear understanding of the Catholic faith and to serve as a committed witness to its mission.
• High School Diploma or equivalent.
• At least two years’ experience in a related position.
• Valid Arizona driver’s license.

Work Environment

• Professional office environment with rare/occasional remote work as permitted.
• Routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets.
• Requires local travel, the ability to lift and carry items up to 35lbs, climbing steps, and the ability to stand for extended periods of time at events.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.