Ministry and Administrative Assistant

Description

Employment Status: Part-Time 

FLSA Status: Non-Exempt (Hourly) 

Schedule: Monday – Friday 10am – 3pm/ 25 hours per week, some weekends

Reports to: Director of Youth Ministry

Working directly under the supervision of Directors of Youth Ministry and Adult Faith Formation. The full-time Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Directors of Youth Ministry and Adult Faith Formation.

Requirements

• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Adhering to safety training and protocols on a daily basis and taking precautionary measures to ensure the safety and well-being of self, others.   
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of      any investigations, and financial information.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
• 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. 

Duties:

• Oversee all aspects of general office coordination, including but not limited to ordering supplies, scheduling facilities and communicating with parish members via email, phone, and mail.
• Maintain office calendar to coordinate workflow and meetings.
• Monitor and assist with providing information for the organization’s website.
• Monitor and assist with providing information for the organization’s weekly bulletin and monthly newsletter.
• Maintain Youth Ministry Instagram account
• Assist in answering telephones and transfer to appropriate staff members when required.
• Perform general clerical duties to include, but not limited to copying, faxing, mailing and filing.
• Coordinates deposits related to YM and AFF events with bookkeeping office.
• File and retrieve organizational documents, records and reports.
• Support staff in assigned project-based work.
• May assist volunteers and other support personnel as directed.
• Assists in special events, such as registration, fundraising activities and YM and AFF events which may include weekends.
• Other duties as assigned by the Directors of Youth Ministry and Adult Faith Formation.
• Assist in maintaining a clean and well-organized environment in the offices and other spaces.
• Create registration forms for classes, events, retreats, etc.
• Coordinate transportation for retreats and other events
• Collect and deposit payments for events
• Track attendance for classes in YM and AFF
• Contact parishioners about missing paperwork for OCIA and Adult and Teen Confirmation
• Send out Flocknote meeting reminder and updates
• Track teen Confirmation online assignments and contact parents for missing assignments
• Create sign-in sheets and print for YM and AFF classes

Skills:

• Computer literate with the ability to type 30+ words per minute.
• Good writing, analytical and problem-solving skills.
• Knowledge of principles and practices of organization, planning, records management and general administration.
• Ability to communicate effectively.
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines.
• Ability to follow oral and written instructions.
• Basic knowledge of MS Office products including, but not limited to, Word, Excel and Publisher 
• Basic knowledge of social media platforms such as Facebook and Instagram

Minimum Qualifications:

Education:

• High school Diploma or equivalent

Experience:

• Must be a practicing Catholic with a deep love for the church
• At least four (4) years’ experience of working in an administrative      role providing direct support and experience in working in ministry, especially youth ministry
• Bilingual in Spanish and English (preferred)

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: