Administrative Assistant

Description

Employment Status: Full Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday thru Friday - 8am to 5pm with 1 hour lunch (some evenings and weekends may be necessary)

Reports to: Business Manager

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan 
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Summary:

The Administrative Assistant provides essential administrative support to ensure the smooth functioning of the office with a focus on data-entry, fundamental bookkeeping skills, outreach and stewardship. This role involves managing day-to-day operations, handling correspondence, organizing meetings, maintaining records, and assisting with general office tasks.

Position Responsibilities:

Administrative

• Answer phone calls, emails, and correspondence, redirecting as necessary.
• Coordinates events, meetings, and conference calls.
• Prepare and edit documents, reports, and presentations.
• Maintain filing systems, both physical and electronic.
• Assist with financial tasks such as receiving payment for services and rentals.
• Handle incoming and outgoing mail, packages, and deliveries.
• Data entry into accounting software
• Assist with payables & receivables
• Record-keeping of vendor files
• Order supplies 
• Communicate with Parish volunteers and ministry leaders
• Copying and scanning documents
• Research data
• Bank statements reconciliations
• Assist with scheduled audits
• Assist with fiscal year end closings
• Assist Parish ministries with financial data reports

Outreach and Stewardship

• Assist with stewardship and outreach efforts for the parish
• Maintain donor databases
• Process offertory donations
• Ensure all online donations are recorded 
• Generate report spreadsheets
• Enter new member registrations into database
• Prepare acknowledgment and thank-you letters to build and strengthen relationships with donors
• Track contributions and other donor-related data, ensuring it is accurate and up-to-date
• Organize administrative logistics to build and maintain healthy relationships with donors to help the Parish meet its financial goals. 
• Develop and update promotional materials for fundraising campaigns, both online and in print.  

Other Requirements

• Accounting or Bookkeeping experience preferred.
• Knowledge of donor database is a plus
• Strong organizational, communication, and data management skills. 
• Utilize accounting software, spreadsheets, and databases to manage financial data
• Working knowledge of computer, copy machine, printer/scanner, business phone system and other office equipment
• Proficient with MS Office, Excel, Word, PowerPoint, Outlook
• Excellent attention to detail and organization skills
• Strong written and verbal communication skills
• Ability to handle sensitive information with integrity and discretion.
• Must have good critical thinking and problem-solving skills
• Must be detail oriented, self-motivated, work well independently and on a team.
• Able to meet deadlines
• Accountability and time management
• Ability to adjust, support and be flexible to changing conditions and remain committed to excellence and team objectives
• Supports and upholds the philosophy of Catholicism and the mission of the parish. Must take opportunities offered to further own Faith Formation. Have self-knowledge and ability to share the Catholic faith.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Adhering to safety training and protocols and taking precautionary measure to ensure the safety and well-being of self, others.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

Requirements

Minimum Qualifications:

Education:

• High school Diploma or equivalent
• Associate’s degree in Accounting is preferred

Experience:

• At least four (4) years’ experience of working in an administrative or accounting role 
• Bilingual in Spanish and English

License and Credentials:

• Reliable transportation
• Valid driver