Office Administrator, Office of Clergy and Religious

The Office of Clergy and Religious is charged with the responsibility for caring for the administrative needs of priests, deacons, and religious in the Diocese of Bridgeport. The Office Administrator will ensure that clergy assignments and other information is communicated accurately and timely throughout the Curia and maintain priest personnel files and records related to their ministry. In this position, s/he has a high level of access to confidential data and must work with a high level of discretion, with a large volume of needs. S/he has an understanding of the Church clergy structure, creates and maintains clergy and religious communications, databases, and files, while working independently and seeking the input of her/his manager, Diocesan offices (Legal, HR, Finance, Bishop’s Office), and others as needed to ensure appropriate communications are provided, and serves as the first point of contact for the Office of Clergy and Religious.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Maintain calendar and schedule meetings for the Vicar for Clergy and Religious
Maintain Ministry Platform
• All priest assignments, terms of service, contact information, and special offices or titles
• Deanery structure and maintains up-to-date records of clergy within Deaneries
Prepare letters for the Bishop and/or Vicar for Clergy and Religious regarding:
• All priest appointments and retirements
• Testimonial Letters
• Various matters related to priest personnel
• Letters of Suitability (acknowledge receipt of all letters of suitability within 24 hours of receipt. Produce letters of suitability within 1–2 weeks of receipt)
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• Maintain letter template file and also drafts letters for various needs and circumstances
Maintain files for priest personnel regarding:
• All priests, both active and retired
• Deceased priests
• Safe Environment information
• Visiting/Extern/Religious priests
• Follow all guidelines regarding the management of all files without exception
• Comply with all file management guidelines for all files stored at 1060 Daniels Farms Road without exception
Coordinate with Human Resources and Payroll departments to facilitate all aspects of clergy processing, including onboarding, compensation, and benefits administration.
Ensure Compliance of Clergy
• I-9 Documentation
• Obtain SS#
• Onboarding requirements
• Safe Environment requirements
Manage the budget for the Office of Clergy and Religious
• Works with Vicar for Clergy and Religious to create and manage annual budget
• Monitors budget and discusses with Episcopal Delegate throughout the year
Collaborate with the following Offices within the Curia:
• Chancellor: provide annual updates for the Official Catholic Directory and Vatican Statistics, and support special projects as needed
• Finance/Human Resources: priest payroll, automobile and medical/dental insurance, housing payments, Queen of the Clergy rent payments, priest pension, Mass stipend payments, and other similar administrative responsibilities
• Safe Environments: ensure all clergy serving in the Diocese are up to date with VIRTUS and/or background check, provide/track Testimonial Letters, prepare celebret cards, review listings for USCCB audits on an annual basis.
• Communications/Fairfield County Catholic: provide website changes as needed, proof clergy appointments for monthly publication, collect articles of note regarding priests for their files, monthly priest prayer card lists, etc.
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• Legal Office: immigration documentation for foreign priests and support other legal administrative needs as required
• Technology Services: set up and prepare letters for new diocesan emails for priests and delete emails upon death or end of service in Diocese
• Administrative Assistant for the Diaconate Office: issues related to deacons
Prepare documentation related to life-events of priests:
• Retirement: pension documentation, change of residence, automobile and medical/dental insurance
• Death: provide Vicar for Clergy and Religious with curriculum vitae in preparing the Bishop’s letter to clergy, notify all departments, update pertinent listings (including the Ordo), prepare death benefit documentation for Legal Office
Prepare documentation related to open pastorates:
• Memo from Vicar for Clergy and Religious (with accompanying parish statistical information)
• Letter from Bishop for meeting of parish leadership
Work with Vicar for Clergy and Religious in ensuring that the Priest Personnel Manual is updated
Order supplies for the Office of Clergy and Religious
Order vestments (March) for newly ordained priests (chasuble and stole) and permanent deacons (stole)
Other duties as assigned
QUALIFICATIONS AND REQUIREMENTS
• Bilingual (English/Spanish) preferred
• Associate’s degree required; bachelor’s degree preferred
• 4 to 5 years of demonstrated experience in high level and high-volume environment through paraprofessional administrative and/or executive administrative work
• Proficient in advanced MS Office (Word, Excel, PowerPoint, Access) skills; strong database management skills required; must have excellent computer skills
• Prior experience and knowledge of church/diocese/chancery preferred
• Ability to work independently with little supervision and multitask efficiently and effectively, completing work in a timely, accurate and thorough manner
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• Great interpersonal, with solid decision-making and leadership capabilities and ability to work across departments with management and staff at all levels throughout the Curia, always consulting with Episcopal Delegate of Clergy and Religious and keeping him informed
• Demonstrated ability to efficiently organize work, to work under pressure and to effectively manage multiple priorities, and takes initiative to problem solve
• Excellent communication skills by phone, in person, and email always keeping in mind the confidentiality of the matters discussed
• Excellent public relations and interpersonal skills including the ability to interact with a variety of people both inside and outside the Curia
• Ability to represent Office of Episcopal Delegate in a professional and service-oriented manner
• Excellent writing, proofreading, and editing skills with attention to detail
• Active member of a Diocesan parish/faith community in good standing with the Catholic Church
• Some evening and weekend work required by leading and supporting additional events outside the office
• Adhere to the U.S.C.C.B. Charter for Safe Environments Policy for Virtus compliance and adhere to the civil laws and reporting procedures