Description
POSITION SUMMARY:
The Administrative Assistant supports the Properties & Risk Management department for Catholic Diocese of Charlotte, and plays a key role in the successful execution of transactions by ensuring all administrative tasks are completed efficiently and in compliance with diocesan standards.
Key Responsibilities
Properties Transactions:
- Managing and processing AP invoices for the Properties Department including Tier 1 properties and MACS schools, as necessary.
- Review and distribute invoices and other correspondences with appropriate MACS and Tier 1 property managers to ensure proper processing.
- Work closely with the Director of Properties and Risk Management on EA’s, EEA’s, invoicing, project approvals, and RFP bidding processes.
- Prepare internal documentation, including transmittal documents, memos, and emails required to process properties documentation for approval/signature.
- Interface with key vendors for problem resolution and planning.
Safe Environment
- Work with Safe Environment Coordinator responding to emails and phone calls from parishes in support of the Safe Environment program of the diocese.
- Maintain and update the Safe Environment database (CMG Connect) as needed.
General Responsibilities
- General clerical duties including typing, photocopying, scanning, and mailing.
- Answer, screen, and transfer inbound phone calls.
- Prepare written responses to routine inquiries through email and written letters.
- Open, sort, and route incoming mail, answer correspondences and prepare outgoing mail.
- Order and maintain stock of office supplies for the office.
- Assist in the coordination and planning of training sessions at the direction of the Director of Properties and Risk Management.
- Coordinate with other departments and diocesan entities for approvals and signatures as needed for processing transactions of the department.
Other Responsibilities
- Organize and manage all transaction documentation in Office files.
- Performs other duties as assigned.
Requirements
Education
- High school diploma or G.E.D. and a valid State driver’s license.
- Associates degree or greater in associated field preferred.
Experience
- 2+ years minimum related experience preferred.
Skills
- Ability to work both independently and with a team.
- Proficiency in Microsoft Office products including Word, Excel, PowerPoint, Outlook, Project, and Teams as well as Adobe Acrobat Pro.
- Excellent verbal and written communication skills.
- Ability to maintain professionalism in a sensitive and complex environment including managing different personalities and relationships.
- Ability to continuously prioritize or reprioritize work, using technology tools as necessary to measure and adjust resources to optimize output, setting objectives and goals, schedules, and tasks.
- Must maintain a professional image in both communication and appearance.
