Section II

Summary Position Statement: Provide senior-level administrative support for the Archbishop and the Chancellor of the Archdiocese.

Section III

Essential Functions/Roles & Responsibilities of the Position:

• Responsible for screening all communications to the Archbishop.
o Decide which to handle personally and which to pass on to other parties.
o Receive and direct incoming calls and visitors.
o Take messages, determine needs, answer general questions and furnish information as appropriate.
• Maintain appointment calendar for scheduling meetings, conference calls, important Church dates.
• Draft letters and other responses to communications with the Archbishop for his review.
o Answer Archbishops’ blind e-mail as well as personal e-mail directed to the Executive Secretary to the Archbishop
o Finalize documents (letters and statements) prepared by other staff members for the Archbishop’s signature.
• Process reports, spreadsheets, agendas and other documents.
• Sort and distribute Archbishops’ mail.
• Prepare check requests for payment of bills and other needs.
• Maintain confidential and general files.
• Coordinate and schedule dates with all parishes for the sacrament of Confirmation.
• Create various meeting Agendas and track decisions and tasks identified for action at such meetings.
• Act as a liaison between Archbishop and Staff, especially when Archbishop is traveling.
• Act as Archbishop’s point of contact to disseminate information to pastoral staff within the Archdiocese.
• Act as Archbishop’s point of contact with other Alaska Judicatories.

Section IV

Other Duties & Responsibilities:

• Copy, collate, fax and mail material.
• Responsible for occasional large mailings.
• Run occasional errands for Archbishop and Staff.
• Provide backup coverage for other Chancery Administrative Assistants.
• Arrange lunches for meetings.
• Assist in hosting and entertaining guests of the Archbishop, both in the office and occasionally at the Archbishops’ residence.
• Assist with travel arrangements as needed.
• Other duties as assigned.

Section V

Position Requirements:
Education: Bachelor’s degree.

Licensure: N/A

Experience: Minimum of five years experience in an executive administrative support role.

Knowledge, Skills & Abilities: Ability to maintain strict confidentiality required. Must possess critical thinking skills in order to make decisions and direct requests and information to the proper party. Skilled at listening and effectively communicating a message to the Archbishop on others’ behalf. Exceptional interpersonal communication skills with the ability to communicate with people across a broad spectrum of cultures and organizational levels. Must display pleasant, courteous, behavior and act with sensitivity and tact in dealing with all people contacting the office, whether via the telephone or in person. Must be meticulous, thorough, and exercise discretion when accomplishing tasks. Possess good documentation, organization and time management skills. Ability to collaborate with the Chancery Staff and personnel from other parishes and agencies necessary. Advanced proficiency in MS Word, Excel, PowerPoint and publishing software. Ability to type 60 words per minute proficiently. Excellent writing, grammar and listening skills. Ability to accomplish work while dealing with numerous interruptions from telephone calls and staff members. Knowledge and understanding of the Roman Catholic Church, its structure locally, nationally and international extremely helpful.

Physical Requirements: Ability to perform sedentary work. Visual acuity necessary to utilize a computer monitor throughout the course of a normal workday. Ability to perform repetitive keyboarding activities and operate general office equipment. Must have the ability to communicate verbally, both in person and over the telephone. Ability to lift 25 pounds.

Working Conditions: Work is performed at the Archdiocese of Anchorage during a 40 hour flexible workweek Monday through Friday as determined in conjunction with the supervisor and the Archbishop. Occasional duties at the Archbishops’ home and for special events may require evening involvement.

Driving Requirements: Must be able to drive, as occasional use of personal vehicle for transportation between various facilities within the Anchorage area may be required.

Section VI

Core Values:
• Respect for others.
• Must maintain confidentiality of files and information;
• Must possess discretion and maintain professionalism with visitors and incoming calls;
• Must support the teachings of the Catholic Church;
• Trustworthy;
• Loyal.

Disclaimer:

This Position Description reflects the Archdiocese’s best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation. This is not intended to be a contract. Your signature indicates you have read this Position Description and understand the essential functions and qualifications of the job.

Signature: ______________________ Date: __________________________