Administrative Assistant

ADMINISTRATIVE ASSISTANT
Archives of the Roman Catholic Archdiocese of Toronto (ARCAT)
1155 Yonge Street Toronto, ON M4T 1W2
Full time (35 hours per week)

Overview:
The Archives of the Roman Catholic Archdiocese of Toronto (ARCAT) is seeking a full time Administrative Assistant. Working as part of a collaborative team, the successful candidate must be self-motivated and detail oriented to provide administrative support to all staff and programs in the Archives Department.

Responsibilities:
• Manage the Archives department’s administrative office
• Oversee the Sacramental Records Program, specifically, receiving requests for sacramental records from the general public; searching microfilm for the records, and keeping track of such requests.
• First point of contact for Parishes seeking guidance and information on the proper maintenance of Sacramental Registers
• Coordinate the cyclical Parish Sacramental Registers Microfilm Program
• Provide administrative support to all Archives department programs and staff including processing administrative tasks as required
• Assist in coordinating the transfer and donation of records originating from Archdiocese of Toronto departments, offices and agencies
• Input and maintain information in Archives department systems
• Retrieve, sort, arrange and file administrative/operational records
• Assist in archival reference requests, as required and be able to communicate results to the public in professional manner
• Assist in the security of ARCAT, the application of the preservation program for all holdings, and the physical maintenance of the department, its equipment and supplies by regular monitoring of storage spaces for temperature and possible environmental damage
• Ensure the regular maintenance of office equipment, i.e. service contracts, service calls, preventative maintenance, etc.
• Responsible for ordering office supplies, archival supplies, and equipment
• Attend professionally relevant courses, seminars, and conferences as budget permits
• Other duties, as required

General Requirements:
• Two or more years’ experience providing administrative support to a team
• Two-year college diploma or its equivalent
• Ability to plan, prioritize and balance diverse and conflicting workload pressures, taking into consideration task complexity, frequent interruptions and deadlines
• Experience delivering effective customer service to the general public in a professional and courteous manner
• Experience in the operation of computer programs, including Microsoft Office applications
• Knowledge of InMagic DB/TextWorks an asset
• Knowledge of Archives and Records Management an asset
• Familiarity with Toronto, Ontario and Catholic history an asset
• Proficiency in administrative processes and tasks
• Good organizational skills
• Good interpersonal and communication skills
• Ability to lift up to 40 lbs
• A criminal background check will be required of the successful applicant

Those wishing to be considered should submit their resume and cover letter in MS Word or PDF format noting position number 2022-21 to: Stephanie Nargoz, Director, Human Resources at [email protected] . Deadline for receipt of applications is October 28, 2022. We thank all applicants, however, only those selected for an interview will be contacted.

In compliance with the Accessibility for Ontarians with Disabilities Act (AODA), the Archdiocese of Toronto provides reasonable accommodations to individuals with disabilities. If contacted for an interview, applicants should make any accommodation needs known at that time.