Administrative Assistant Visa Sponsorship Jobs in Pennsylvania

Job Title

Administrative Assistant

Reports to

Auxiliary Bishop Efren V. Esmilla

Location

Archdiocesan Pastoral Center

Overtime

Non-Exempt

Job Purpose

The Administrative Assistant acts as Confidential Secretary and provides executive-level administrative support to the Auxiliary Bishop. Responsibilities include but are not limited to answering phone calls, responding to e-mails, maintaining calendars, scheduling meetings; greeting visitors, coordinating closely with other members of the Secretariat for Evangelization to ensure that the office correspondence and procedures conform to established standards. This individual works independently on a variety of assignments requested by the Auxiliary Bishop.

Duties and Responsibilities

Principal Duties and Responsibilities

• Receives and distributes mail addressed to the Office of the Auxiliary Bishop and the Secretariat for Evangelization.
• Receives and directs phone calls; answers call for PCMR & OBC and takes messages and follows up on calls as needed. When events are scheduled, register participants.
• Review incoming correspondence and forwards letters addressed to the appropriate directors. Correspondence includes invoices, expense reimbursement requests, checks for benefit payments, deposits, credit card statements, car lease, and other related materials.
• Send invoices to the parishes where a priest serving in a cultural apostolate ministry or parochial vicars during the first week of each month. As well yearly increase letters are sent out approved by the Director & the Auxiliary Bishop.
• Processes checks received are intended for the payment of priests' benefits by depositing and filing them under PCMR Priest Salary and Benefits. Assists the Director by monitoring overdue payments and following up.
• Reviews for priests’ retreat reimbursement requests. Priests must submit a copy of the receipt of full payment by parish; the office will reimburse half to the parish. Supporting documentation (receipts/invoices) for all expenses must be provided. Once reviewed, forward the requests to the Director for his signature and Bishop.
• Keep up to date a binder containing a reference guide to identify the correct account codes to use when preparing payment or deposit requests.
• Once the Director has signed the reimbursement requests, deposit slips, check requests, invoices, and expense reports, the signature of the Auxiliary Bishop is required. Deliver all documents to the bishop’s secretary. Then make copies of files and originals go the Finance Department for processing.
• Reserving rooms for events or meetings must be submitted to Properties and approved availability. Forms are available in the Event filing and added to the office calendar.
• Coordinate meetings and events for directors, set up rooms, print agendas, make folders, and attend meetings as requested by the Director.
• Use evangelization credit card to purchase foods and drinks, items for meetings and events. Collect receipts and signatures of the Director and Auxiliary Bishop as needed for approvals. Copies are filed and originals are given to the bishop’s secretary.
• Assist the Director in planning the Multicultural Mass & St. Martin of Porres Mass, including lay outs of reservation of pews, priests concelebrating, and banners. else requested by directors.
• Send communication emails from director to ministry leaders, priests, and answer questions. Keep the list up to date. and in the shared drive.
• Assist OBC with Mitchell Scholarship applications, ensuring all documents requested are received. As well as preparing folders for director to use in the meetings.
• Assist PCMR with new priests in the ministry, keep files for each up to date with supporting documents, immigration, benefits, salary, insurance, and car lease statements, and other relevant information.
• Receive and welcome visitors at the Offices.
• Responsible for maintaining all correspondence and accounting files.
• Perform clerical duties: draft, format, and type office correspondence and/or reports, mailing, filing; administrative tasks including purchasing and maintaining office equipment, maintaining inventory of supplies, and overseeing all day-to-day general clerical functions.
• Maintain calendar, make appointments and travel arrangements for the Auxiliary Bishop.
• Prepare materials for the installation of new Pastors in Region IV parishes.
• Prepare material for Dean Pastoral Parish Visitations in Region IV.
• Responsible for arranging Confirmations for Bishop Esmilla (includes preparing letters with available dates for visits, prepare letters confirming the dates; mark calendar and ensuring forms are received in a timely manner, prepare thank you letter.) Prepares and maintains electronic forms using JotForm.
• Coordinate with Office for Communication to maintain accuracy of on-line Confirmation schedules and Liturgy Planning Forms.
• Prepare event folders and material for various meetings for which the Auxiliary Bishop is responsible, as well as type and distribute copies as needed.
• Coordinate and review office correspondence prepared for signature of Auxiliary Bishop.
• Relate to other Archdiocesan personnel as designated by Auxiliary Bishop.
• Provide technical support to the Auxiliary Bishop and Secretariat's staff regarding software programs and web-based forms on the Archdiocesan Network. Serve as an Authorized Contact for cellular service provider. Provide support for cellular services for Office of Auxiliary Bishop and Secretariat for Evangelization.
• May perform additional tasks as assigned by the Auxiliary Bishop.

Secretariat for Evangelization

Administrative Tasks

1. Coordinate verification process of Secretariat’s listing in the Archdiocesan Catholic Directory and the Office Catholic (Kenedy Directory).
2. Serve as contact person for updating the personnel status for the Secretariat.
3. Code and obtain approval of accounts payable for Secretariat.
4. Coordinate purchasing/maintenance of office equipment, purchase and maintain inventory of supplies for Secretariat.
5. Payroll Reporting and Timekeeping records for Secretariat Staff.
6. Order Office Supplies for Secretariat.
7. Provide orientation and training of new staff members.
8. Parking Liaison for 8th floor.
9. General Services Liaison for 8th Floor.
10. Liaison to the Office for Information Technology.
11. Maintain 8th Floor Audio Visual Equipment and reservations for usage.
12. Maintain reservations for 8th floor conference room.
13. Coordinate Priests Monthly Mailing for Secretariat for Evangelization.
14. Coordinate annual calendar of the Secretariat sponsored events, confirm Archbishop’s attendance, reserves Cathedral for said event.

Qualifications

Education: High school with further training and/or equivalent experience.

Specialized Knowledge:

• Knowledge of Church Mission and Policies
• Excellent organizational, writing, communication and typing skills.
• Proofreading skills.
• Ability to establish and maintain effective working relationships.
• Ability to maintain the confidentiality of the Office of the Auxiliary Bishop.
• Ability to coordinate appointment and itinerary schedules.
• Ability to maintain comprehensive filing system.
• Ability to manage multiple priorities.
• High Flexibility.
• Knowledge of basic office equipment and computer applications is necessary.

Licenses: Driver License

Experience: Five (5) years’ minimum experience preferred.

Working Conditions

May include some evening or weekend meetings.

Physical Requirements

Are there any physical requirements for this position? Not applicable.

Direct Reports

Who reports to this person, if any? - Not applicable.

Approved by:

Bishop Efren V. Esmilla

Date Approved:

7/16/2026