Overview
Executive Secretary Jobs in Alexandria, LA at Diocese of Alexandria
Diocese of Alexandria
St. Joseph Catholic Center
Job Description Outline
Job Title: Business Secretary Date: 3/16/2020
Department: Business
Reports To: Chief Financial Officer
Job Summary: The Business Secretary handles all clerical functions within the business office and assists other business personnel in a wide variety of accounting and insurance program duties.
Essential Job Functions:
1) General Office Duties
A) Handles typing and filing duties for the Chief Financial Officer
B) Handles telephone and receptionist duties
C) Organizes and schedules meetings and conferences
D) Handles receipt and delivery of business office mail (including occasional pickup/drop off at the Post Office)
2) Accounting Functions
A) Assists in the processing & filing of accounts payable for Diocese of
Alexandria (DOA) and School Food Services (SFS)
B) Maintains the business office petty cash fund
C) Makes the daily deposits at area banks
D) Assists in the processing of budget forms for the annual budget
E) Distributes financial reports for Finance Council and Building Review
Committee meetings. Also, schedules these meetings, takes minutes and makes logistical arrangements for the meetings
F) Prepares Quarterly copier & postage reports for departmental billing
G) Prepares monthly SFS check transfers for signature
H) Processes monthly/quarterly state payroll taxes for DOA & SFS
I) Reviews payroll for accuracy prior to running payroll for DOA & SFS
J) Assists with input of Quarterly Financial Report information in Excel
3) Consolidated Insurance Program
A) Maintains property and vehicle listings and employee surveys from all parishes and schools annually and as needed throughout the year
B) Assists in claims processing for all lines of coverage
C) Maintains check registers and processes bills and checks for program expenses
D) Communicates policy / program changes and revisions to parishes and schools
E) Processes proof of coverage for events throughout the diocese
4) Priests Benefits and Retirement
A) Facilitates reimbursements to priests for medical expenses
B) Tracks supporting documentation for verification of reimbursements
C) Maintains files
D) Handles special needs requirements for deposits of reimbursements and monthly pension payments
5) Manna House (soup kitchen)
A) Processes weekly payroll and bill paying
B) Tracks daily deposits and donors
C) Prepare annual tax forms
D) Process quarterly state payroll taxes
E) Prepares/Mails end of year contribution tax letters to donors
F) Prepares monthly payroll and retirement reports
6) Chancery
A) Maintains Official Catholic Directory information annually: Maryhill,
Catholic Charities & Special Ministries, and CCEA
B) Switchboard relief as needed
C) Assists in maintaining meeting room calendars
D) Assists in training of equipment use: copies, postage meter, etc.
Required Proficiencies
– Must be proficient in using current versions of QuickBooks, Microsoft Excel,
Word, and Outlook software
– Must have excellent communication and typing skills
Job Type: Full-time
Pay: From $20.90 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- Microsoft Excel: 3 years (Required)
Work Location: In person
Title: Executive Secretary
Company: Diocese of Alexandria
Location: Alexandria, LA
