Administrative Assistant

Description

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday – Thursday 9 am – 6pm & Friday 9am - 3pm / 40 hours per week (unpaid lunch)

Reports to: Finance Manager

Full-Time Benefits include:

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

Summary:

The Administrative Assistant promotes a welcoming atmosphere to parishioners and community members via phone calls and visits to the parish office. Manages and maintains the parish calendar for liturgies, celebrations of sacraments and parish events/meetings. Direct communications appropriately between Pastor, parishioners, vendors and staff. Record and maintain parish sacramental registers and parish database.

Position Responsibilities:

1. Welcoming: Create, promote, and maintain a welcoming atmosphere for staff, parishioners, and visitors so they feel the hospitality of the St. Francis of Assisi community.

• *Maintain a neat and clean reception area

• *Greet and assist visitors to the office

• Answer the phone and receive people in a welcoming manner

• Direct any calls to the staff in a courteous and professional manner

• *Accept payment for Masses, sanctuary candles, registrations, etc.

2. Scheduling: Facilitate and schedule the use of parish facilities for the following:

• Maintain pastor’s parish calendar

• Scheduling of all Masses and maintain the Mass intention book

• Scheduling of infant baptisms

• Scheduling of other parish events

• Schedule priests for Masses, penance services, retreats, etc. as needed

• Schedule parish facilities, develop and maintain a calendar that identifies the time, date, and name of organization as well as the room schedule for use

• Coordinates key check-out for use of facilities

3. Communications: Prioritize and direct all communications of parish events and the pastor’s correspondence to keep everyone informed of the ongoing activities to build up the community.

• *Answer parish phones and handle telephone inquiries; direct calls to appropriate personnel in a courteous and professional manner

• *Take messages when office staff in unavailable to take calls(use voicemail text messaging, or email as much as possible)

• *Serve as secretary to Pastor

• *Assist as needed with any communication needs

• *Notify Pastor and Director of Parish & Family Life of any deaths or hospitalizations of parishioners

• *Sort and distribute all incoming mail

4. Record: Record and maintain all sacraments received at the parish and update parish census database with this information to enable current and future generations to access accurate information.

• *Record all sacraments in Church registers in accordance with archdiocesan guidelines and requirements; type and mail certificate and/or notifications to appropriate persons or parishes

• *Maintain office filing system

• *Maintain parish death record book

5. Other Responsibilities

• Attend all staff meetings

• Perform copy services for parish office and organizations as requested

• *Prepare correspondence as needed

• Keep informed of an comply with diocesan and local policies and regulations concerning primary job function

• Handle walk-in and mail-in receipts; log and secure in accordance with Archdiocesan internal controls and parish procedures

• Train and supervise qualified front desk volunteers

• Maintain front desk reference manual with current information

• 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.

• Other duties as assigned

Other Requirements:

• *Excellent communication and interpersonal skills, with the ability to engage and work with diverse groups of people, including children, adults, volunteers, and parish staff.

• *Assist with service opportunities, Vacation Bible School, Halloween Carnival, All Soul’s Day prayer service, Christmas Children’s Mass, Good Friday way of the cross, Easter egg hunt, and other events. 

• *Strong organizational and time management skills. 

• *Ability to work in fast-paced environment.

• Supports and upholds the philosophy of Catholicism and the mission of the parish. Must take opportunities offered to further own Faith Formation. Have sel