Secretary

Overview
We are seeking a dynamic and highly organized Secretary to join our team! This vital role offers the opportunity to support daily administrative operations, ensure smooth office functions, and provide exceptional customer service. The ideal candidate will be energetic, detail-oriented, and possess excellent communication skills. As a key member of our office environment, you will manage a variety of clerical tasks, coordinate schedules, and serve as the first point of contact for the sisters and others. Your proactive approach and organizational prowess will help foster an efficient and welcoming workplace.

Duties

• Pick up mail and email – Sort and forward as appropriate.
• Answer phone and direct calls as indicated.
• Disseminate prayer requests to Sisters
• Respond to telephone/email requests as indicated
• Disseminate information at direction of Unit Leader
• Keep sisters' files updated. Current emergency contacts, durable power of attorney for health care, and preferences regarding funeral and other end-of-life issues
• Maintain/Update Book of Life
• Collect annals (form 104) and complete statistics. Print 3 copies. Send one copy to Generalate (lavender paper), one copy (white paper) to Unit archives and one in office file
• Update database as appropriate
• Order OCCASSIONAL PAPERS and send to those on list.
• Send electronic Presentation Day/Christmas/Easter greetings to Unit communities, Union, Society, Conference, IPA Networker, IPA Director (move to communications director)
• Send Christmas cards to bishops/Pastors or Directors in whose diocese sisters reside and/or work
• Compile Unit Phone Directory. Send a hard copy to each house and email to individual sisters
• Prepare and disseminate materials at direction of Unit Leader
• Do correspondence as directed by Unit Leader
• Proofread written (electronic and hard copy) materials sent by the office
• Publish the One Heart after ULT meeting
• Disseminate the ONE HEART
• Prepare Letters of appointment and transfer of Sisters as requested
• Maintain minutes and resolutions of Corporation Boards
• Maintain minutes and resolution for Subsidiary Corporations
• Update Boards of Directors term of Office and write letters of appointment for new members appointed to the corporation on behalf of the members (leadership)
• Remind Board chairs of the due dates of the annual Board and CEO evaluations
• Send materials as appropriate to Archives
• Purchase office supplies as needed
• Any other duties as requested by Unit Leader
• Proven office experience with strong clerical skills and familiarity with office management procedures
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Gmail, Calendar), and basic computer literacy
• Experience with multi-line phone systems and excellent phone etiquette skills
• Bilingual abilities are highly desirable to serve diverse clients or colleagues effectively
• Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment
• Typing speed of at least 50 words per minute with high accuracy; attention to detail in proofreading documents
• Previous experience as a receptionist or personal assistant is preferred; knowledge of medical or dental receptionist duties is a plus
• Ability to handle confidential information discreetly while demonstrating professionalism at all times
• Excellent time management skills to juggle multiple responsibilities seamlessly

Join us in creating an energetic workplace where your organizational talents make a real difference! We value proactive individuals who thrive on supporting teams and delivering exceptional service. This paid position offers valuable experience in office administration while contributing to a positive work environment.

Pay: $22.00 - $27.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• Have you had any experience working with Catholic Religious Communities?
• Are you comfortable working on your own?

Work Location: Hybrid remote in San Antonio, TX 78230