Overview:

The Administrative Assistant provides essential administrative and operational support to the Director of DiCon and the maintenance department.  This position serves as a key point of contact for parish locations, vendors, and internal staff, ensuring the efficient day-to-day operation of the department.  The Administrative Assistant handles a wide range of administrative duties including invoicing, timecard processing, scheduling, utility management, and property casualty claims support.

Key Responsibilities:

• Provide comprehensive administrative support to the Director of DiCon including correspondence, scheduling, and document management.
• Answer and direct incoming calls and emails, responding to inquiries as appropriate.
• Maintain organized filing systems, both electronic and paper, and departmental records and project documentation.
• Prepare and distribute reports, memos, and correspondence as directed.
• Process and track invoices for accuracy and ensure proper coding prior to submission for payment.
• Maintain records of invoices, purchase orders, and related financial documents.
• Coordinate with the Finance Office as needed regarding payment status and discrepancies.
• Collect, review, and process employee timecards for the department, ensuring accuracy and completeness of submissions in accordance with payroll deadlines.  Report discrepancies to the Director and Payroll as appropriate.
• Monitor and process electric and gas bills for Diocesan properties as assigned as well as maintaining records of utility accounts and payment history while identifying and reporting billing discrepancies or unusual charges to the Director.
• Assist the Director with the preparation and processing of property and casualty insurance claims serving as a liaison between the Diocese, parishes, and insurance carriers as directed.  Track claim status and follow up as necessary to ensure timely resolution.
• Coordinate scheduling for the Director including meetings, site visits, and project-related appointments.
• Assist with scheduling contractors, vendors, and maintenance personnel as directed.
• Maintain departmental calendars and ensure timely communication of schedule changes.
• Performs other related duties as assigned to meet the ongoing administrative and operational needs of the department.

Qualifications:

• Actively practicing the teachings of the Roman Catholic Church preferred.  The employee is expected to support and respect the mission, teachings, and values of the Diocese in the performance of all job duties and abiding by the Diocesan Code of Conduct.
• High School Diploma or GED required with 3-5 years of administrative office experience.  Experience in religious, nonprofit, or construction/facilities environment preferred.
• Valid driver’s license and reliable personal transportation required.
• Proficient in Microsoft Office Suite, database management, and email communications required.
• Strong organizational skills.
• Excellent verbal and written communication skills.
• Collaborative teamwork and support of colleagues.
• Adaptability and openness to change.
• Analytical and creative problem-solving ability.
• Self-motivated with a proactive approach to work.
• Dependable with a strong work ethic and commitment to deadlines.
• Honesty, integrity, transparency, and reflect a positive and professional demeanor with meticulous attention to detail and accuracy.
• Ability to manage stressful situations tactfully and professionally.
• Proficient with standard office equipment and technology.
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Working Conditions:

Work Status:                           Part-time, non-exempt position

Work Schedule:                      The position generally follows the diocesan office hours of Monday through Friday.  Schedule coordinated with Director.  This

                                                  position is onsite and requires regular office attendance.  Remote or hybrid work arrangements are not available for this role.  Any

                                                  modification to the regular work schedule or office attendance must be coordinated with the Director and the Director of Human                                                          Resources to ensure appropriate coverage and operational needs are met.

Physical Requirements:       Ability to lift up to 25 pounds, sitting, standing, and walking for extended periods of time, traveling, repetitiously using keyboard                                                           and computer monitor.

Other:                                      The employee must comply with all diocesan policies and procedures. Biweekly timesheets must be submitted in accordance with                                                     diocesan payroll procedures.  Expense reports must be submitted in a timely manner and in accordance with diocesan                                                                           reimbursement policies. The employee is required to maintain and routinely monitor their assigned Diocesan email account for                                                           official communications.

This job description is not designed to list all required responsibilities of this position and can be revised at any time, with or without notice.  The Diocese and the Employee acknowledge that the Employee’s employment is and shall continue to be at-will, as defined under applicable law.

Resumes should be submitted to:

Office of Human Resources
2713 West Chestnut Avenue
Altoona, PA 16601

Alternatively, e-mail resumes to: mporada@dioceseaj.org

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