ARCHDIOCESE OF LOS ANGELES 

ADMINISTRATIVE SECRETARY

CATHOLIC SCHOOLS

DEPARTMENT: Catholic Schools                          SUPERVISED BY: Various 

EMPLOYMENT STATUS: Non-Exempt 

POSITION SUMMARY: 

Under general direction, performs diverse administrative and secretarial duties in support of Assistant Superintendent(s)’/Director(s)’ functions. 

DUTIES AND RESPONSIBILITIES: 

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work. 

• Answers phone calls, directs calls to appropriate department personnel and takes messages. 
• Uses computer to type from handwritten material or rough draft copy; reviews drafts and finishes documents to ensure correct grammar and spelling; may edit for clarity or effectiveness. May take and transcribe dictation. 
• Composes and revises correspondence, reports, and memos with minimal input from Assistant Superintendent(s)/Director(s) 
• Checks various forms for completeness and accuracy. 
• May make travel arrangements. 
• Opens, sorts and distributes mail. 
• Files, including set-up, updating, and organization of files. 
• Provides back up support to other clerical employees as needed. 
• Maintains and updates various records and files. 
• Performs research duties to obtain information; collates, organizes and summarizes data for review and action by others. 
• Prepares  materials for meetings, workshops and conferences. 
• Performs other related duties as required. 

MINIMUM QUALIFICATIONS: 

Education and Experience 

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically: 

• Active member of a Roman Catholic faith community. 

• High School graduation or equivalent. 
• 2 years of secretarial training. 
• Minimum of 4 years’ experience in increasing responsible secretarial positions preferably including some experience within the church. 

Knowledge, Skills, and Abilities 

Knowledge of: 

• The mission and organizational structure of the Catholic Church.
• Office procedures and business etiquette.
• Current word processing, spreadsheet and database software.
• English usage, grammar, spelling, and punctuation.
• Simple bookkeeping and record keeping methods and procedures.

Skill in:

• Shorthand or experience in transcribing from a machine.
• Typing speed sufficient to meet production requirements (minimum of 60 wpm).
• Operating standard office equipment and computer.
• Written and oral communication. 
• Formatting and generating reports. 

Ability to:

• Maintain confidentiality.
• Meet strict timelines, perform multiple tasks, and coordinates projects.
• Demonstrate effective writing skills to summarize and prepare correspondence independently.
• Occasionally lift up to 20 pounds.
• Sit for sustained periods of time on a daily basis.
•  Perform tasks requiring intermittent bending, stooping, and walking.
• Sustain frequent movement of the fingers, wrists, hands, and arms.