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: Pastor

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

Requirements

Minimum Qualifications:

Education:

• High school Diploma or equivalent

• Associate’s degree preferred

Experience:

• At least four (4) years’ experience of working in an administrative role providing direct support 

• Bilingual in Spanish and English is preferred 

Minimum Knowledge and Skills: 

• Experience with computer software and Microsoft Office Applications; 

• Must be detail oriented, organized, self-motivated, work well independently and on a team;

• Must have good written and verbal skills;

• Must have good critical thinking and problem solving skills.