The Diocese of Palm Beach Pastoral Center has an opening for a part time Diaconate Administrative Assistant.
Essential Duties and Responsibilities include:
- Providing clerical assistance to Episcopal Delegate for Permanent Diaconate, including opening mail, answering phones, typing, filing, copying, faxing, emailing, etc.
- Maintaining files of all permanent deacons
- Maintaining database of all permanent deacons using Microsoft Access
- Drafting and preparing routine correspondence pertaining to the permanent diaconate for Bishop, Chancellor or delegate signature
- Planning and coordinating the implementation of annual retreat for Deacons and their wives as well as the annual Day of Reflection and the Feast of St. Lawrence Mass and Dinner
- Auditing budget
- Assisting with coordination of Continuing Education Seminars for deacons
- Compiling and submitting information to CARA (Center for Applied Research in the Apostolate) on a yearly basis.
- Consulting with pastors, ordained deacons, spouses of deacons and outsiders inquiring about programs.
- Consulting with deacons and their pastors as to the procedure of obtaining faculties in the diocese. This also includes Incardination into the diocese.
- Reviewing data submitted to office for consultation with director
- Providing updates to the diocesan website for Permanent Deacons. This includes maintaining the names for the Pray for Deacons Calendar.
- Providing clerical assistance to Director of Diaconate Formation and Assistant Director of Diaconate Formation, including opening mail, answering phones, typing, filing, copying, faxing, emailing, etc.
- Maintaining files of candidates in all levels for Permanent Diaconate
- Maintaining database of all who are in the Diaconate Formation Program using Microsoft Excel or Access
- Collecting and processing applications for candidates entering the Diaconate Formation Program, ensuring that all the appropriate documentation is submitted. Ensure that all applicants have been screened (fingerprints) and have attended Protecting God’s Children
- Composing, constructing and facilitating sessions for men and wives new to the formation program in collaboration with the director and assistant director
- Consulting with pastors, formation candidates, spouses of candidates and outsiders about programs relative to formation
- Acting as liaison with pastors, vendors, faculty at Seminary and persons in all stages of formation regarding diaconate matters
- Securing necessary books for introduction of new aspirants
- Assisting Director of Diaconate Formation in creating the yearly formation calendar
- Drafting and preparing routine correspondence pertaining to diaconate formation for Bishop or Director signature
- Assisting in forming Committee on Admissions and Scrutinies as well as planning and carrying out their annual meeting on Admissions and Scrutinies
- Assisting in scheduling and planning the annual retreat for candidates and their wives.
- Planning, scheduling and coordinating the five day ordination canonical (ordination) retreat.
- Coordinating annual Evening Prayer, ordination rehearsal, and reception and gifts following ordination
- Coordinating annual ordination ceremony with Formation Director, Bishop’s office and Cathedral staff
- Coordinate and prepare reception following annual ordination
- Scheduling and preparing presentation for wives sessions with Director of Diaconate Formation and Assistant Director of Diaconate Formation.
- Collaborating in defining criteria appropriate for the wives formation program
- Scheduling psychological evaluations for formation candidates
- Reviewing data submitted to the office for consultation with director
- Compiling and submitting data for CARA Survey (Center for Applied Research in the Apostolate) on a yearly basis
- Providing updates to diocesan website for Diaconate Formation Program
- Auditing budget
This is a sampling of duties. Other tasks, responsibilities and duties may be assigned as needed.
- Knowledge of organizing and maintaining a small office
- Excellent business judgment, superb organization skills, business writing skills, people/customer services oriented
- Proficiency in Microsoft Office Software, especially, Word, Outlook and Excel and Access
- Ability to work effectively with Diocesan employees, department heads, Pastors, representatives of other agencies and the general public
- Ability to multi-task, work independently and make responsible judgment calls
- Ability to respect confidentiality and consistently exercise discretion and good business judgment
- Occasional light lifting and carrying of under 15 pounds
- Occasional moderate carrying and lifting of 15 – 44 pounds
- Frequent use both hands and fingers (i.e. typing)
- Frequent extended periods of sitting
- Occasional periods of standing, kneeling and climbing
- Occasional ability of minimal hearing (i.e. driving) and routine hearing (i.e. listening to others in conversation)
- Occasional time spent working closely with others
To apply, download and complete the "Employment Application" from the following link: http://www.diocesepb.org/applications
Please forward the employment application, resume, salary requirements and list of references to the attention of Gretchen Wood, Human Resources Coordinator
Via US Mail: Diocese of Palm Beach
9995 North Military Trail
Palm Beach Gardens, FL 33410-9650
Via Fax: (561) 775-9575
Via Email: email@example.com