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SUMMARY
The Administrative Assistant provides administrative support to the Director of Mission and French Pastoral Services, to the French Pastoral Services team and to the parishes of the archdiocese. The incumbent will collaborate with the parishes by responding to their liturgical needs. The successful candidate must be able to exercise discretion, good judgment, and initiative. This person must be resourceful and highly organized, be able to work independently, have the ability to prioritize their work with little supervision, and be able to perform their tasks with a lot of attention to detail.
RESPONSABILITIES AND TASKS
French Pastoral Services
- Present a positive, respectful, caring and professional image of the Archdiocese and interact regularly with all levels within the Archdiocese and the public.
- Respond to emails, collect information, keep a log of action items and follow up on outstanding issues.
- Schedule appointments, organize meetings including room logistics, prepare agendas, participate in meetings, prepare minutes and share them with participants.
- Maintain filing systems.
- Greet visitors and direct them to the appropriate person.
- Provide administrative support to the French Pastoral Office in particular for correspondence, claims for reimbursement, bill payments and other tasks.
- Produce various reports and forms and coordinate the preparation of bilingual liturgical booklets for diocesan events including the President's Book.
- Coordinate and manage contact lists and maintain computer databases.
- Liaise with Catholic organizations associated with the Archdiocese and the team of volunteers for the Celebration of Wedding Anniversaries.
- Translate simple texts.
- Make sure to look after the needs of the chapel such as communion wafers, wine and candles.
- Facilitate office supply orders and equipment repair requests for the department.
- Contribute updates to different platforms (Facebook, website, etc.)
- Prepare the weekly newsletter, coordinate submissions and subscriptions, check content with attention to details, perform layout and formatting, and publish online.
- Coordinate Pastoral Service events and liturgical events at Notre-Dame Cathedral.
- Contribute to any other mandate or project relevant to the position.
Safe Environment
- Maintain various lists up to date (list of volunteers for example).
- Ensure the processing of payments and resulting follow-ups.
- Submit and follow up on requests for criminal background checks.
- Answer questions related to criminal background checks.
- Ensure the billing of criminal record checks requested by third parties.
- Other related tasks necessary for the proper functioning of Safe Environment.
Qualifications
- Three years or more of administrative support experience.
- Excellent written and oral communication skills in French and English.
- Excellent knowledge of Office 365, especially Teams, Word, Excel, Outlook and Publisher - knowledge of Adobe Acrobat Professional would be an asset.
- Experience in Web publishing and using online forms.
- Familiarity and experience with mass mailing software.
- Experience with a database program (PRODON) and knowledge of electronic newsletters (email blast) is essential
- Knowledge of the Roman Catholic Church and its governing structures is an asset.
- Professional corporate image combined with a high level of professionalism, energy, speed and precision.
- Demonstrates diplomacy, tact and discretion in dealing with confidential files.
- Resourcefulness - works well under pressure thanks to excellent time management skills in order to prioritize multiple tasks and meet many deadlines with minimal supervision.
- Strong interpersonal skills - ability to work well in collaboration with others.
- Recent criminal record check conducted by the archdiocese.
- Availability - some tasks or activities may result in hours of work outside of normal business hours.
WORK CONDITIONS AND LOCATION
- 37.5 hours per week;
- Monday to Friday 8:30am to 4:30pm, occasional evenings, weekends and overtime required;
- Work in an office environment with individual workstations;
- 1209 Michael Street, Ottawa
WHAT WE OFFER
- Full time position;
- Overtime is paid or compensated upon prior approval;
- Casual work environment;
- Health and Dental Benefits after 3 months;
- Pension plan after 6 months;
- Free parking;
HOW TO APPLY
Send a cover letter and resume to: recruitment@archottawa.ca indicating your name and the position title in the subject line. Only candidates selected for an interview will be contacted.
APPLICATION DEADLINE
Open until a candidate is selected.
NOTE
Under section 24(1)(a) of the Ontario Human Rights Code, the Archdiocese of Ottawa-Cornwall has the right to give preference in employment to Roman Catholic applicants.