Administrative Assistant 2 - Hourly

1. PURPOSE

The purpose of this position is to provide administrative support including communications, data processing assistance, reception and scheduling for Saints Cosmas and Damian Church and Parish Family 39. 

1. MAJOR DUTIES AND RESPONSIBILITIES

1. Collaborates with the PAA and pastor in implementing the mission of the parish through participating in the planning efforts with the pastor and parish staff and implementing and evaluating the parish’s goals in the area of administrative support.  Incumbent serves as a professional resource to the staff in the area of administrative assistance.
2. Assures the establishment and maintenance of sacramental records for Baptism, , First Communion, Confirmation and weddings.  Also records all deaths.
3. Assures preparation of the weekly parish bulletin.
4. Maintains an office record-keeping system.  This is accomplished by maintaining a central administrative file for parish current and prior year correspondence, parish historical records and parish personnel records. Maintains the Parish Database System making changes, additions and deletions as needed.
5. Assure that all secretarial duties for the pastor and other staff, as requested, are accomplished in a timely and effective manner.  This is accomplished by filing, typing as required, being skilled in the use of the computer programs, maintaining a master file of all work completed, by receiving phone calls, and delivering messages.
6. Provide a welcoming, hospitable and caring attitude toward all persons.  Provides general information to all who call the parish and refers them to the proper staff person or social service agency.
7. Assist those requesting services from the parish, e.g.: Mass cards, hall rental, vendors.
8. Ensure timely calendaring of all events.  This is accomplished by maintaining a master parish calendar of events and scheduling use of the facilities to include use of keys.
9. Act as alternate to the PAA as liaison with those using or renting parish facilities, e.g., Knights of Columbus, St. Vincent de Paul, etc.  Coordinating with the person responsible relative to special needs as a result of their rental i.e., table arrangements, kitchen use or other arrangements that are not the norm for the parish facilities.
10. Ensure that all information materials e.g., posters, flyers, bulletins, etc. are placed in the church on Fridays.  Ensures that all unnecessary materials are removed from the church as appropriate.
11. Assist in communication efforts with parishioners and the local community.
12. Assure the parish office is properly opened in the morning and securely closed in the evening as needed.
13. Maintains an inventory of office supplies and reorders as needed.
14. Other duties as assigned and appropriate, as time allows.

Maintains a level of knowledge and skills required to function as an Administrative Assistant.  This may be accomplished through reading appropriate materials, participating in training opportunities and attending workshops required by pastor or approved by him.

• Demonstrates regular and dependable attendance.
• Willing to support the teachings of the Catholic Church in Western Washington.
• Desirable Skills:
  • Exceptional Time Management: Ability to effectively prioritize tasks and manage time efficiently in a dynamic environment.
  • Organizational Excellence: Strong organizational skills to manage multiple responsibilities and maintain detailed and accurate records.
  • Attention to Detail: A meticulous approach to ensure accuracy data entry tasks.
  • Experience in a non-profit and/or religious institution is preferred.
  • Experience with online giving platform