Administrative Assistant

Description

Employment Status: Part-Time

FLSA Status: Non-Exempt (Hourly) 

Schedule: Tuesday – Friday 11 am – 5 pm / 20 hours per week (Office Closed for Lunch 12-1 pm unpaid) 

Reports to: Pastor 

Summary:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Position Responsibilities:

•  Provide Clerical and Administrative support to Pastor.
• Welcome and greet people who come into or call the parish office.
• Answer phones and refer callers to appropriate person, transfer calls to appropriate person, and /or take messages and distribute messages promptly to appropriate person.
• Provide receptionist services and record clear, accurate messages.
• Handle routine questions about policies and procedure
• Answers questions concerning the church and its organizations, programs, ministries, and services.
• Oversees the timely opening of the Parish Office in the morning and secure closing in the afternoon. Ensures that machines are turned off and telephone is in night mode.
• Assist with copy work and train others how to use office/clerical equipment.
• Provide typing services, handle general correspondence and clerical support.
• Data entry as needed.
• Screen and distribute incoming mail.
• Prepare regular and bulk mailings. 
• Record, update and/or prepare sacramental records (baptism, first communion, confirmation, marriage and funerals).
• Coordinates with appropriate teams at the Archdiocese.
• Maintain parish database and ensure current at all times.  
• Maintains the parish schedule and updates all events, meetings, and locations in the parish calendar.
• Type, publish and fold the parish bulletin.
• Handles call for funerals and anointing of the sick.
• Directs requests to Homebound and Hospital Ministry.
• Schedules Mass intentions as needed.
• Maintains list of special intentions (sick) etc.
• Updates list for special announcements (birthday, anniversary).
• Maintains parish contact list.
• Informs Pastor of all new members, funerals, baptisms, and other events
• Maintains Parish Website 
• Maintains Facebook on weekdays
• Establish and Maintain Census Files for the Parish
• Coordinate and oversees all volunteers.
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments
• Prepares agendas and schedules for meetings
• Records and distributes minutes or other records for meetings
• Maintains office supplies and coordinates maintenance of office equipment
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure 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. 

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

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

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.

This is not necessarily an exhaustive list of all responsibiliti