Administrative Assistant

Job Title:  Administrative Assistant                                              
FLSA:  Non-Exempt

Reporting Functions:  Reports to the Superintendent, Assistant Superintendent and Executive Director of Evangelization and Formation.

Job Function:  Provide skilled secretarial support to ensure that the school system operates in a smooth, efficient manner.

Duties and Responsibilities:

  1. Greet and offer hospitality to all visitors of the Office.
  1. Serve as primary contact for incoming telephone calls to the Office.  Assist all callers with information and guidance, and/or referrals to appropriate personnel at the Office of Evangelization, Education and Formation or other offices within the diocese.
  1. Sort and distribute all incoming mail, including inter-department deliveries.
  1. Preparation for Board of Education meetings.  Send out notices to all board members of upcoming meetings.
  1. Responsible for yearly distribution and return of statistical forms for all schools, i.e., Supplementary Statistics, Faculty and Record Sheet, Secondary School Record Sheet and Secondary Department Heads.
  1. Primary contact for HR files and coordination between schools, Office of Education, and the Diocesan Human Resource Office.  Tasks include, but are not limited to:
  • Teacher paperwork
  • Attendance Sheets
  • Contracts
  • Act 168 for closed schools (HR handles other schools)
  • Track attendance for Professional Development Days and Induction
  • Maintain teacher personnel files at the Office of Education
  • Remind Principals or missing contracts, attendance records, performance reports, resignation/retirement letters, etc.
  • Send reminders to teachers of mission information
  • Notify Diocesan Human Resources Office of any status changes
  1.  Responsible for contacting landlord when maintenance issues need to be addressed.  Responsible for follow-up when necessary.   
  1. Accountable for maintenance and upkeep of office machinery, i.e., phones, copier, postage machine, etc.   
  1. Transcribe dictated correspondence, memos, and attachments. Prepare letters and email from written or verbal instruction including announcements and notices.
  1. Assist in the preparation of reports and analyses for meeting presentations.
  1. Maintain an extensive filing system, as well as maintain databases for merge access with document processing and computer files for fast search and retrieval.
  1. Collect all receipts associated with each of our Diocesan Credit Cards.
  1. Assists in the collecting of data for PREP numbers, Circle of Grace, stats and updating DRE contact lists.
  1. Oversee registration for the Catholic Educator Retreats, and payments for the Catechetical Institute.
  1. Ensures the databases are up to date re: High School Campus Ministers and Chaplains, Youth Ministers, RCIA coordinators, etc.
  1. Maintain an accurate calendar; schedule appointments.
  1. Coordinate the preparation and mailing of information and materials to parishes, schools, and other institutions within the Diocese.
  1. Prepare reports and materials for Regional Chair meetings, Principal meetings, and Administrators Assessment Processes
  1. Prepare paperwork for meetings and workshops; make copies; maintain spreadsheets for registrations, programs and financial reports utilizing Excel; coordinate locations and details (food, number of attendees, etc.); copy and acquire all materials needed (folders, binders, name tags, etc.).
  1. Prepare and acquire all reports and paperwork needed for school visits.
  1. Performs other duties as required and/or assigned.


Educational Requirements:

  1. High school graduate.  Two-year Associate degree in business is a plus.


Other Requirements:

  1. Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church in regard to matters of faith and morals, including maintaining a lifestyle which is in conformity with the teachings of the Catholic Church.
  1. Highly proficient with Microsoft Office Suite
  1. Professional verbal and written communication skills
  1. Excellent interpersonal skills; willingness to collaborate with other offices
  1. Demonstrated ability to set priorities, multi-task, organize work effectively and efficiently; must have strong organizational skills
  1. The ability to handle sensitive and confidential information discreetly
  1. Exhibit a high degree of integrity, loyalty and dependability and have a strong work ethic
  1. Must be a self-starter and able to work independently


Physical Demands: The employee is regularly required to stand, walk, sit, talk, and hear; frequent use of equipment that includes repetitive motions and utilization of a computer. Occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl, lift and/or move. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities

Working Conditions:  Normal office working conditions.  Work hours are Monday through Friday, 8:30 a.m. to 4:30 p.m.  May be required occasionally to work in excess of/outside of normal work hours. 

Interested applicants should submit a cover letter and resume to:

FAX:                 610-439-7693

Diocese of Allentown
Office of Human Resources
P.O. Box F
Allentown, PA 18105-1538


The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be an exhaustive list of all responsibilities, duties and requirements.