ARCHDIOCESE OF PHILADELPHIA - CHANCERY OFFICE
JOB DESCRIPTION
TITLE:
Executive Secretary
MAJOR RESPONSIBILITIES:
To provide secretarial and administrative support for Chancery Office
SUPERVISION RECEIVED:
On-going direct supervision from chancellor and vice-chancellors
HOURS:
Normally, Monday to Friday, 8:30 AM to 4:00 PM
POSITION CHARACTERISTICS:
Work is generally routine; most tasks are well defined, but with considerable variation; some phases of the work are less well defined and will require independent action.
DUTIES AND RESPONSIBILITIES:
- Prepares a variety of complex materials (e.g. marriage dispensations/permissions, imprimaturs, beatification/canonization documentation); collates and photocopies materials as necessary
- Opens, records, and reads incoming mail; distributes mail to proper recipients and may compose replies independently
- Processes accounts payable, receivable, and invoices
- Answers telephones as required; screens calls, forwards calls and/or records and forwards messages accurately; may transcribe messages from telephone answering machine
- Responds to and sends Chancery emails as appropriate
- Schedule appointments for staff
- Manages office supplies, subscriptions, maintenance, and repairs
- Maintains filing systems; sorts, files, and retrieves documents and records; opens, closes, and transfers files and records (upon approval and signature of Supervisor). Searches Chancery records at request of other dioceses
- Prepares complex clerical records and reports from a variety of material involving a knowledge of archdiocesan and office practices and procedures (e.g. Annual Statistical Report, “Rome Report”)
- Coordinates information for the Official Catholic Directory (see addendum for details)
- Gathers information from the Clergy Office and Religious Orders serving the Archdiocese for the ORDO Necrology listing
- Maintains confidentiality
- Other duties as assigned
REPRESENTATIVE KNOWLEDGE, SKILLS AND ABILITIES:
- Strong computer skills, including Microsoft Office Suite
- Excellent oral and written communication and interpersonal skills
- Ability to organize, efficiently document, and routinely update information
- Ability to multi-task and meet deadlines
- Ability to maintain confidentiality
- Ability to operate and trouble-shoot general office equipment (e.g., copier, printers)
OTHER REQUIREMENTS:
- High School graduate with some experience in working with people
- Previous secretarial experience
ADDENDUM:
COORDINATION FOR OFFICIAL CATHOLIC DIRECTORY:
SKILLS: Organized. Detail oriented. Able to work on deadline.
TIME: Averages out to five hours per week for the year. November to January require more time but the remainder of the year requires less time.
DESCRIPTION:
Official Catholic Directory Publishers (OCD)
- Send out current listing to all Curia offices to edit /update their information for new directory with a return date to meet OCD deadline
- Follow up with offices that did not yet return their updated information
- Request personnel updates from the Clergy Office
- Request updated statistical information from various offices (Clergy, Catholic Education, Pastoral Services, Seminary, Human Services, Tribunal and Consecrated Life)
- November to January: Enter all the updated information into the on-line Administrative Portal by the OCD deadline
Process Applications for Inclusion in the IRS Group Ruling (throughout the year)
- Review the application to ensure basic requirements and paperwork
- Send to civil counsel for review
- Have someone from Chancery review
- When approved, send appropriate form to USCCB
- Acquire information for listing
- Send listing to OCD
- Maintain files for OCD entities, deletions and changesSend appropriate forms to USCCB and OCD for name or address changes throughout the year
Liaison for Archdiocesan Directory
- Submit any updated information for the Chancery Office
- Gather updated information for Eastern Churches
