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Diocese of Des MoinesJob DescriptionJob Title: Administrative Assistant Department: Stewardship DepartmentReports To: Director of Stewardship FLSA Status: Non-ExemptUpdated:August 4, 2020SummaryThe Stewardship Administrative Assistant performs a key role in the organization and implementation of fundraising activities for the Diocese of Des Moines by providing direct support to the Stewardship Department. The duties require a high level of communication and service in a team environment and motivation to work independently on a variety of tasks. Essential Duties and ResponsibilitiesCoordinate all customer service to internal and external constituents through written and verbal correspondence, maintenance of donor records, processing donor gift letters, and assisting in all areas of fundraising campaigns.Provide support for the Director of Stewardship by managing affairs and projects within the scope of authority and responsibility. Provide general administrative support such as composing correspondence, forms and reports, arranging meetings, processing confidential reports and documents, filing electronic and hard copies, tracking deadlines, ordering supplies, managing incoming and outgoing mail, and taking minutes of meetings as needed. Serve as a database specialist for the Raiser’s Edge NXT database and ParishSoft database in relation to the needs of the Stewardship Department. Through ongoing training, demonstrate knowledge of the databases by automating and documenting frequent tasks. Assist Stewardship Director with donor research and campaign reporting including but not limited to tracking and rescheduling donor pledges and payments on a weekly and monthly basis.Oversee all gift acknowledgement tools and processes. Oversee online gift transaction tools and coinciding feature/software upgrades.Provide general administrative support as needed, at the reception desk.Perform other duties as assigned.Supervisory Responsibilities This job has no supervisory petencies Quality/Quantity - uses technology to increase productivity; demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; completes work in timely manner; strives to increase productivity.Job Knowledge - competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments and uses resources effectively; requires minimal supervision; displays understanding of how job relates to others.Workplace Ethics - treats people with respect; inspires the trust of others; works ethically and with integrity; maintains confidential information; supports teachings and mission of the Catholic munication - expresses ideas and thoughts verbally and in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods; listens and gets clarification.Teamwork and Cooperation - establishes and maintains effective relations; displays positive outlook and pleasant manner; offers assistance and support to co-workers; works actively to resolve conflicts and gives and welcomes feedback; contributes to building a positive team spirit.Dependability - responds to requests for service and assistance; follows instructions, responds to management’s direction; takes responsibility for own actions; commits to doing the best job possible; keeps commitments; meets attendance and punctuality guidelines. Planning/Organization - prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; works in an organized manner.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and/or ExperienceAssociate's degree (A. A.) or equivalent from two-year college or technical school; or three to five years related experience and/or training; or equivalent combination of education and experience. Language SkillsAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and business correspondence. Ability to respond to question and speak effectively to managers and employees of the organization and to the general public.Mathematical SkillsAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Reasoning AbilityAbility to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized puter SkillsDemonstrates proficient computer skills and familiarity of Microsoft Office software applications including Outlook, Word, Excel, Publisher, PowerPoint and Access. Experience with Blackbaud products or similar customer-relationship management software a plus. May also require some knowledge of web page development, graphic design programs and other software applications as needed.Certificates, Licenses, Registrations Licensed to operate a motor vehicle and to meet agency auto insurance coverage requirements.Other Skills and AbilitiesKnowledge of standard office procedures including alphabetic and numeric filing, mail processing, supply ordering and record keeping. Proficient human relations, planning, organizing and communication skills. Ability to meet deadlines by effectively organizing and prioritizing work assignments while managing frequent interruptions. Ability to operate various office machines including: computer, printer, copier, scanner, fax machine, telephone and calculator. Ability to type with accuracy on a computer keyboard. Proofreads with accuracy and completeness to produce documents requiring minimal revisions by others. Utilizes proper English, grammar, punctuation and spelling. Other QualificationsAbility to work with minimal supervision. Knowledge of Diocesan policies and office procedures as they relate to work activities and ability to maintain confidentiality. Knowledge of the Catholic Church organization and operation desired.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is usually moderate. ................
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