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Administrative Assistant

Location:Austin, TX
Benefits:PTO, Health Insurance, 403(b)
Employment Type:Full Time
Department:Family Counseling and Family Life
Description:Ministerial Character
The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.

Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church

Job Summary:
The Administrative Assistant for the Office of Family Counseling and Family Life is responsible for assisting the director with supporting the activities and services of the department. The position reports to the director of Family Counseling and Family Life and operates under close supervision with little latitude for the use of independent judgment, discretion and initiative.
Duties:Essential Job Duties:
• General office management, including, but not limited to answering telephones and taking messages, record keeping, filing, document preparation, coordinate mailings and other communications as needed.
• Admit clients to the building through counseling entrance, greet clients, notify therapists that clients are here, collect payment.
• Manage daily activities in support of the Family Counseling and Family Life department.
• Arrange, organize and oversee meetings, luncheons, trainings and seminars, events and programs.
• Prepare check requests and deposits and maintain financial records.
• Manage department email lists and website resources.
• Make travel and lodging reservations for department staff as needed.
• Responsible for collecting and maintaining an accurate account of participant registration forms and payments for department programs and events.
• Research, acquire, and monitor resources and information as needed.
• Be present at Diocesan sponsored events and programs as needed.
• Maintains a work schedule that maximizes availability to parishes, diocesan staff, and other customers.
• Backup to receptionist.
Qualifications:Knowledge, Skills and Abilities:
• Knowledge of HIPAA laws and procedures.
• Ability to operate various word-processing software, spreadsheets, and database programs.
• Ability to work effectively with others (staff, clergy, religious and laity).
• Ability to provide excellent customer service to internal and external customers.
• Ability to organize, prioritize and utilize effective time management techniques.
• Ability to maintain confidentiality at all times.
• Ability to carry out multiple tasks and meet deadlines.
• Ability to follow instructions furnished in verbal or written format.

Minimum Qualifications:
Education and Trainings:
• High School Diploma or GED acceptable to Texas Education Agency
• Two (2) years of full time wage earning experience in related work.
• Bilingual English and Spanish preferred
• Valid Texas driver’s license
• Must be certified in Diocese of Austin EIM within 60 days of employment, and maintain certification throughout the employment period.

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