Coordinator of Working Archives

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position provides entry level administrative and clerical services to support the Chancellor to manage the working archives.  

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Self-motivated individual who is interested in performing basic filing and clerical duties.
• Primarily focuses on establishing and maintaining an organized and easy to access files in all applicable areas and formats, as directed by supervisor.
• Provides professional, prompt responses to questions and concerns via the phone or e-mail.
• Prepares copies, handouts and items for training and meetings.
• Updates Database and files as necessary and always assures confidentiality of the data.
• Stores all paperwork in designated places securing the important documents.
• Follows all applicable Diocese policies to safeguard data and information.
• Works in collaboration with the Archivist to maintain records as directed by supervisor.
• Provides guidance on file management and helps to develop systems to aid in the management of records.
• Works in collaboration with the assistant to the Vicar for Clergy to manage clergy files as directed by supervisor. 
• Assists the Chancery with other duties as needed.

Knowledge, Skills and Abilities Required

• Experienced with filing, sorting, organizing and set up of different types of files.
•  Ability to maintain confidentiality in all aspects of the job and especially when managing sensitive information.
• Ability to work independently and effectively follows directions from different supervisors.
• Ability to work under conditions of frequent interruptions and maintain accuracy of detail under pressure.
• Effective verbal and written communication skills.
• Good active listening skills.
• Great time management, prioritization, and multitasking abilities.
• Problem-solving and decision-making abilities.
• Very keen attention to detail.
• Basic working knowledge of Microsoft Office computer applications, including Word, Excel, Access, PowerPoint, and Outlook. 

Minimum Qualifications

• Associate degree or equivalent work experience.
• Active practicing Roman Catholic who is in full communion with the Church.
• Ability to articulate a clear understanding of the Catholic faith and to serve as a committed witness to its mission.
• Ability to exercise prudent and independent judgment and maintain efficient, confidential procedures in handling Diocesan matters.

Work Environment

• This job operates in a professional office environment. 
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This role requires extensive filing and the ability to lift files, open filing cabinets and bend or stand, as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.