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 changes
• Send 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