Employment

The Diocese of Palm Beach Pastoral Center located in Palm Beach Gardens, FL is searching for a full time Diocesan Archivist and Office of the Diocesan Bishop 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.

Position Summary:

The Diocesan Archivist & Office of the Diocesan Bishop Administrative Assistant provides administrative, clerical, and archival support to the Office of the Bishop. This position performs a wide range of highly confidential administrative and secretarial duties requiring a thorough knowledge of diocesan operations, protocols, policies, and personnel. The Diocesan Archivist & Office of the Diocesan Bishop Administrative Assistant serves as a professional representative of the Office of the Bishop and assists in ensuring the efficient and effective operation of the office while maintaining the highest standards of confidentiality, discretion, and professionalism.

Essential Duties and Responsibilities:

Administrative and Executive Support

• Provide administrative and clerical support to the Bishop and the Executive Secretary to the Bishop.
• Receive, screen, direct, and respond to telephone calls and visitors in a courteous, professional, and confidential manner.
• Serve as a welcoming point of contact for clergy, religious, diocesan personnel, parish representatives, community leaders, and members of the faithful.
• Maintain office calendars, appointment schedules, and meeting arrangements as directed; distribute calendar information as requested.
• Schedule and coordinate meetings, conference calls, and other appointments.
• Coordinate travel arrangements and related logistics as needed.
• Prepare, draft, proofread, format, and distribute correspondence, reports, greeting cards, and other communications as directed.
• Maintain accurate and organized files, records, and correspondence in accordance with diocesan policies and record-retention practices.
• Provide administrative support for meetings, including preparation of agendas, recording and distribution of minutes, and coordination of related materials and mailings.
• Monitor office supply inventory and coordinate the purchase of supplies and materials as needed.
• Ensure office equipment is properly maintained and arrange for service or repairs when necessary.
• Provide information and assistance to callers and visitors while exercising sound judgment regarding confidential and sensitive matters.
• Facilitate effective communication and coordination among clergy, religious, diocesan departments, parish personnel, outside agencies, community leaders, and members of the faithful.

Archives Administration

• Participate in archival training and continuing education as directed.
• Assist with the maintenance, organization, preservation, and management of the Diocese of Palm Beach Archives in accordance with diocesan policies and professional archival standards
• Monitor and document archive storage conditions, including temperature and humidity levels, to help ensure the proper preservation of historical records and materials.
•  Assist with archival record management, retrieval requests, inventory control, and related projects as assigned.

Qualifications:

• Associate degree in Business Administration, Office Administration, or a related field preferred; equivalent education and experience will be considered.
• Minimum of two years of business education, certification in office administration or business practices, or five years of progressively responsible administrative experience.
• Previous executive-level administrative support experience preferred.
• Bilingual (English/Spanish) preferred.
• Project management or project coordination experience preferred.
• Practicing Catholic in good standing with an understanding of and commitment to the mission and teachings of the Catholic Church.
• Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and related business applications.
• Excellent written, verbal, interpersonal, and customer service skills.
• Demonstrated ability to communicate effectively and professionally with clergy, religious, diocesan employees, parish personnel, outside organizations, and the general public.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to prioritize multiple assignments, meet deadlines, work independently, and exercise sound judgment.
• Ability to maintain strict confidentiality and handle sensitive information with discretion and professionalism.
• Knowledge of standard office equipment, including multi-line telephone systems, computers, printers, copiers, scanners, and related technology.
• Possession of a valid driver's license, reliable insured vehicle, and ability to travel throughout the Diocese of Palm Beach as needed.
• Commitment to adhering to all diocesan policies, procedures, and the Diocese of Palm Beach Code of Conduct

Physical Requirements:

• Occasionally lift and carry items weighing up to 15 pounds.
• Occasionally lift and carry items weighing between 15 and 44 pounds.
• Frequent use of hands and fingers for typing, filing, and operating office equipment.
• Frequent periods of sitting while performing administrative and computer-based work.
• Occasional moments of minimal and routine hearing

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 the following:

• Resume that includes personal email and cell phone number
• Salary requirements 
• 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:  careers@diocesepb.org