Administrative Assistant I – Legal & Compliance Office

Description
Purpose and Scope
To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position provides a broad range of administrative, clerical, and organizational support to the Legal & Compliance Office. The Administrative Assistant I assists with maintaining departmental records, coordinating departmental communications and scheduling, and providing administrative support for legal and compliance matters in service of diocesan ministries, schools, parishes, and organizations.

Essential Job Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Provide a wide range of administrative support to the Legal & Compliance Office, including the General Counsel and Paralegal & Compliance Manager.
• Maintain and organize departmental records in both electronic and physical formats.
• Coordinate departmental calendars, conference room reservations, and scheduling for meetings, workshops, training sessions, and other events.
• Prepare correspondence, presentations, meeting materials, and other documents.
• Monitor and route inquiries received by telephone, email, and mail, ensuring timely and professional responses or referrals.
• Process invoices, reimbursement requests, and reconcile credit card statements with supporting receipts.
• Assist with routing documents for review and signature, maintaining departmental tracking logs, following up on outstanding documents and approvals, and maintaining completed copies.
• Assist with the records management program, including organizing and maintaining records and supporting approved records transfers and destruction in accordance with established policies and procedures.
• Maintain professional, accurate, and timely communication with clergy, parish personnel, school administrators, diocesan staff, and outside agencies.
• Perform general office duties including filing, scanning, copying, mailing, and document preparation.
• Perform other related duties necessary for the smooth flow of operations within the Legal & Compliance Office.

Requirements
Knowledge, Skills, and Abilities Required
• Ability to maintain strict confidentiality and handle sensitive information with discretion and professionalism.
• Strong organizational skills with the ability to manage multiple projects, prioritize tasks, and meet deadlines.
• Excellent attention to detail and accuracy, particularly in document preparation and recordkeeping.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office applications, especially Outlook, Word, Excel, PowerPoint, SharePoint, and Teams; ability to learn additional software and online platforms.
• Ability to proofread and format professional documents with a high degree of accuracy.
• Knowledge of general office procedures, document management, records retention, and filing systems.
• Ability to understand and follow established policies, procedures, and workflows.
• Strong interpersonal skills and the ability to work professionally with clergy, diocesan staff, parish and school personnel, outside counsel, and other contacts.
• Ability to exercise sound judgment when handling sensitive, confidential, or privileged information.
• Ability to work independently while contributing effectively as part of a team.
• Ability to work effectively under frequent interruptions and changing priorities.
• Familiarity with legal, compliance, or records management processes is preferred.

Minimum Qualifications
• Active practicing Roman Catholic able to articulate a clear understanding of the Catholic faith and serve as a committed witness to its mission.
• High School Diploma or equivalent required; Associate’s degree preferred.
• Experience working in a professional office environment preferred.

Work Environment
• Professional office environment with occasional remote work as permitted.
• Routinely uses standard office equipment including computers, telephones, photocopiers, scanners, and filing systems.
• Regular interaction with diocesan leadership, clergy, parish representatives, school personnel, and outside organizations.

Physical Demands
This is primarily a sedentary role; however, occasional filing, lifting of materials, bending, or standing may be required.

Other Duties
This job description is not intended to be an exhaustive list of all duties, responsibilities, or activities. Duties may change at any time with or without notice.