Part-time Administrative Assistant
Maryknoll Fathers & Brothers
Maryknoll, NY (Ossining)
Who We Are:
Maryknoll Fathers and Brothers – also known as the Catholic Foreign Mission Society of America, Inc. – was founded in 1911 with the support of the Bishops of the United States to be the chief mission outreach of the Catholic Church in the United States. We currently serve in 20 countries worldwide – especially among the poor.
Job Description:
Maryknoll Fathers and Brothers is seeking a Part-time Administrative Assistant for our Church Appeals Program. Primary responsibilities include providing administrative, programmatic and record keeping support to the Church Appeal Program. Responsibilities include, but are not limited to:
- Documenting Church Appeals, including written and oral communication with archdioceses/dioceses and parishes. Submitting applications and other materials required for Mission Appeals. Accurately completing Church Date Forms and emailing to whomever will be conducting the appeal. Accurately completing and mailing parish Church Appeal confirmation letters and Mission Office letters. Following up on Church Appeals to be sure that pastor packets are sent out in a timely manner. Emailing accurate Bulletin Announcements to parishes. Obtaining Suitability Letters as needed.
- Processing and preparing for Church Appeals: including ordering, maintaining and shipping supplies; providing support for missioners (assist in travel and accommodation arrangements, when necessary serve as contact person between parish and missioner, ensure that missioner has diocesan requirements and standards for conduct of appeals); depositing collections and donations with Cashiers Dept.; processing of envelopes and donor requests; processing “bill me” donors; correspondence with parishes (confirmation letters, reminder letters and “thank you” letters) and any other tasks necessary for Church Appeals.
- Maintaining and updating records and reports for the Church Appeals in filed hard copies and in respective computer programs including the Church Date Calendar; updating the Church Date Calendar as needed; generating reports upon request from database.
- Record keeping: Administrative support for accounting and record keeping: Processing receipts from donors, Church Appeals, parish mission and mission education opportunities, including data entry.
- Assists in completing credit card expense reports, stipend requests and check requests.
- Processing requests from Society Members regarding their Mission and Personal Accounts.
- Filing and maintaining documents and records as required by the Society policies; and producing reports required by the Finance Department.
- Other general office duties, including, mail, correspondence, inventory, vendor contact, research, etc. Participating in ongoing training, meetings and formation related to the job.
This is a Part time non-exempt position. Schedule is Monday – Friday, 10:00am – 2:00pm.
Qualifications:
- High School diploma or equivalent required. Additional formal education in office management is preferred.
- A minimum of 3 years of administrative experience
- Ability to use and operate efficiently the office equipment, including telephone, copy machine, adding machine, telephone, and fax machine.
- High level of proficiency using a computer (including excellent keyboarding skills) and specific experience and training with desktop programs, internet and web-based programs, including Microsoft Office Products, Google Products, Facebook, Constant Contact, Go To Meetings, etc.
- Basic understanding of bookkeeping principles and practices.
- Previous expense report experience is preferred.
- Good organizational skills, including maintaining files and documents.
- Excellent interpersonal oral and written communication skills, including strong command of English language and grammar (with similar fluency in Spanish preferred, but not required).
- Self-confident, personable, diplomatic, and able to establish and maintain contacts with a diverse variety of organizations and individuals.
- Self-motivated, flexible, resourceful and able to work alone, as well as able to work collaboratively as part of a team.
- Familiarity and comfort with Catholic Church culture, structure and customary ways of communicating with bishops, clergy, religious and diocesan officials.
- Openness to becoming familiar with Maryknoll Society’s Mission Vision Statement and Strategic Mission Plan and readiness to accomplish all tasks accordingly.
Hourly Rate: $25.00 per hour
Schedule: Monday – Friday, 10:00am – 2:00pm.
