Employment

The Diocese of Palm Beach Pastoral Center located in Palm Beach Gardens, FL is searching for a full time Diaconate Administrative Assistant.

The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese of Palm Beach offers a competitive benefits package to employee’s working 30 or more hours per work week consisting of comprehensive medical, vision, dental, LTD, group life insurance, optional life insurance.  The diocese also provides a 403(b)-retirement plan to all employees.  Information on our benefits and retirement programs can be found here.

Essential Duties and Responsibilities include:

Permanent Diaconate:

• Provide clerical assistance to Episcopal Delegate for Permanent Diaconate, including opening mail, answering phones, typing, filing, copying, faxing, emailing, etc. 
• Maintain hardcopy files of all permanent deacons
• Thoroughly update, expand capabilities and maintain database of all permanent deacons using Microsoft Access
• Develop and maintain step-by-step processes (including templates for email responses and letters) to address the various inquiries/requests received from permanent deacons for change in status within the diocese or requests for faculties/transfers outside the diocese.
• Consult with deacons and their pastors as to the procedure of obtaining faculties in the diocese. This also includes Incardination into the diocese.
• Draft and prepare routine correspondence pertaining to the permanent diaconate for Bishop, Chancellor or delegate signature
• Plan and coordinate the annual retreat for Deacons and their wives
• Plan and coordinate the Feast of St. Lawrence Mass and Dinner
• Monthly review and quarterly auditing of department budget
• Assist with coordination of Continuing Formation Seminars for deacons
• Compile and submit information to CARA (Center for Applied Research in the Apostolate) on a yearly basis. 
• Consult with pastors, ordained deacons, spouses of deacons and outsiders inquiring about programs.
• Regular communication with deacons and wives throughout the diocese
• Review data submitted to office for consultation with director
• Provide updates to the diocesan website for Permanent Deacons. This includes maintaining the names for the Pray for Deacons Calendar.

Diaconate Formation:

• 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

Qualifications:

• Essential to be a practicing Catholic with knowledge of the Permanent Diaconate.
• 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, specifically, Access databases, Excel (including some advanced capabilities), Word (especially building/maintaining letter templates and Mail Merges), and Outlook
• 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
• Reliable insured vehicle and ability to travel to locations within the Diocese of Palm Beach

Physical Requirements:

• 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

The above is intended to describe the general context of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

To apply, download and complete the Employment Application and submit along with your resume, salary requirements and list of references to the attention of Gretchen Wood:
Via US Mail: Diocese of Palm Beach
9995 North Military Trail
Palm Beach Gardens, FL 33410-9650
Via Fax: (561) 775-9575
Via Email:  careers@diocesepb.org