Administrative Assistant

Description

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday – Friday 9am to 5 p.m.

Reports to: Priest

Full-Time Benefits should 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 facilitates the efficient operation of the parish office and its facilities by performing a variety of clerical and administrative tasks.

Position Responsibilities:

• In a welcoming manner, answers and transfers phone calls, screening when necessary
• Oversees the timely opening and closing of the Parish office, ensuring that office is secure and telephone is in night mode before leaving
• Provides clear, concise, and accurate notes of messages, meetings, or appointments for pastor or staff, as appropriate
• Documents and maintains with great care sacramental records (baptism, first communion, confirmation, marriage, and funerals); informs Pastor of same, especially as it affects his schedule
• Maintains administrative files, as assigned
• Receives and documents fees/donations to the parish and/or its ministries (cash, credit, or check)
• Prepare regular and bulk mailings, as needed
• Performs data entry, as needed
• Handles calls for scheduling and coordination of funerals and anointing of the sick
• Retrieves information as requested from records, email, minutes, and other related documents
• Answers questions concerning the church and its organizations, programs, ministries, and services
• Responds to and resolves administrative inquiries and questions from pastor, staff, and parishioners
• Directs requests to Homebound and Hospital Ministry, as appropriate
• Coordinates with staff and ministries and/or Archdiocesan support for parish needs as directed by pastor
• Coordinates and schedules travel, meetings, and appointments (to include mass intentions, venue reservations, and maintenance activities); posts information on office calendar or other media, as necessary
• Maintains and updates parish website and social media
• Prints and submits for approval draft parish bulletin in a timely manner; publishes final copy for distribution (to include on parish website and social media)
• Maintains and updates parish database, contact list, and census file; informs Pastor of new members or pertinent changes in parishioner status, as appropriate
• Coordinates with and oversees the work and activities of all volunteers
• Maintains office supplies and coordinates maintenance of office equipment
• Adheres to safety training and protocols on a daily basis, and takes precautionary measures to ensure the safety and well-being of self and 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:

• Must be practicing Catholic
• At least four (2) 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 responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.