Administrative Assistant

Description

Location: Pastoral Ministry Center

Work Schedule: Monday through Friday 8:30 a.m. – 5:00 p.m., occasional evenings and weekends

Position type: Full-time 

FLSA Status: Non-Exempt

Summary: The Administrative Assistant will support the Stewardship and Development Department by performing a variety of administrative and clerical tasks. This will include office reception, receiving telephone calls and assisting with a large volume of written correspondence to and from the office. The Administrative Assistant will be responsible for following up, prioritizing, and organizing departmental activities. On-the-job training will be provided to utilize our electronic tools for communications, donor management and giving. 

Requirements

Position Responsibilities:

• *Serves as receptionist for visitors and telephone callers during business hours. 

• *Provides various administrative support to the department 

• *Collaborates with other departments, locations, and donors in responding to requests

• *Schedules and organizes meetings with other departments, parishes and schools

• *Checks mail, email and voicemail daily and forwards as appropriate.

• *Responds to mail, email and voicemail, as instructed.

• *Writes draft communications for distribution 

• Assists with large volume of outgoing mail, including stuffing envelopes.

• Assists with the maintenance of tracking spreadsheets and prepares documents.

• *Actively participates in staff meetings, including trainings.

• *Supports parish outreach events through securing locations, refreshments, and providing materials.

• 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 with 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 Code of Conduct and the Faith and Moral policy 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.

• Perform other duties as assigned.

*Essential Functions ADA

Minimum Qualifications: 

• Education

• High School Diploma or equivalent

• Bachelor’s Degree in English, communication, or related field preferred

• Experience

• At least two (2) years’ experience providing administrative support in an office environment.

• License and Credentials

• Reliable transportation

• Valid driver license

• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Bilingual in English and Spanish preferred;

• Experience with Microsoft Office Suite and other relevant computer software;

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

• Excellent interpersonal and customer service skills;

• Must have excellent written and verbal communication skills;

• Demonstrated knowledge using mail merge functionality with Word.

Travel Requirements:

• Travel may be required for outside meetings at parishes or schools within the Archdiocese of San Antonio. (up to 10% local, 1% overnight)