Administrative Assistant

Description

Employment Status: Full-Time, 40 hours per week

FLSA Status: Non-Exempt/Hourly

Schedule: Monday – Friday 8:00 am – 5:00 pm; some flexibility as necessary. 

Reports to: Pastor, Business Manager

Full-Time*Benefits include: 

• Paid Holidays/Holy Days
• 403b Retirement
• 401(a) Pension Plan 
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

*Benefits may vary based on employment status and location.

Summary:

The Administrative Assistant establishes the first impression of the Pastoral Office as a welcoming presence for parishioners and guests.  Pleasant and professional assistance is provided for in-person, telephone and electronic contacts, questions and requests for information.  The incumbent accomplishes other tasks as assigned by the Pastor and Business Manager, and serves as the parish's registrar of sacramental records of the church.  Excellent office etiquette is a must, as is an ability to manage multiple tasks engaged with a variety of people in varied situations. 

Essential Duties and Responsibilities:

• Primary responsibility is to serve as Pastoral Office Receptionist and Administrative Assistant.  Manages incoming telephone calls, directing callers to appropriate staff requiring knowledge of their duties and awareness of church activities.  Equally, greets people entering the Pastoral Office and reflects a warm and welcoming environment for them at St. Mark. 
• Exercises discretion and understanding with all contacts to the Pastoral Office.
• Provides administrative support to Pastor, and assists with his record keeping, calendar, work flow and correspondence.  Assists other staff as necessary.
• Provides limited support and coordination for Parochial Vicar.
• Prepares and maintains Newcomer Packets.  Prepares, prints and orders materials and literature for the packets in coordination with the communication staff. 
• Assists families in scheduling mass intentions for the deceased and special intentions, prepares cards, noting the time and date of the mass, and accurately records entries for scheduling.  Orders and maintains bereavement and special intention cards.  Records and accepts payment for the Mass(es).
• Supports production of the weekly parish bulletin in collaboration with communication staff, developing daily and weekend Mass intentions and presider lists, and prayer lists.
• Prepares letters for Baptism parents with verification of attendance at classes and membership in good standing.
• Records parish records of Baptism, deaths, OCIA, marriage and other sacraments and requirements.  Sends letters to baptismal church of record for sacraments received at St. Mark including presider.
• Refers families to Saint Vincent DePaul volunteers for food assistance/support.  Assists preparing paperwork and document copies for St. Vincent DePaul.
• Assist parish ministries with requests of Pastor and staff.
• Administrator of parish Virtus online database providing Safe Environment Training.  Maintains parish registry of employee and volunteer training.  Assists with online registration and training, and coordinates on-site training as necessary.  Works closely with ministry leads regarding volunteers.
• Updates Parish Ministry & Contact List as necessary to provide information concerning Pastoral and support staff and ministries. Posts staff birthday list on a monthly basis.
• Assures a substitute is scheduled when out of the office or on vacation. Coordinates with Human Resources and Business Manager.
• Exhibits professionalism and practices confidentiality at all times.
• Attends bi-monthly staff meetings and may occasionally order lunch for staff at the direction of the Pastor.
• Accepts payments for room rentals, registrations, etc., providing receipts for recordkeeping.  Works closely with Business Office in accordance with established procedures and internal controls.
• Receives and sorts incoming mail and distributes to staff folders.  Operates postage meter to process outgoing mail for Pastor and mailouts.
• Monitors lost and found items turned-in to Pastoral Office or from campus.  Coordinates location for collection and storage of items for retention or donation.  High value items are stored in office safe.
• Accepts deliveries, or directs that deliveries be left in appropriate locations.
• Keeps bulletin boards and reception area neat and organized with current, approved materials.
• Performs additional duties as assigned. 

Requirements

Required Qualifications:

• Minimum 2 years previous experience in a "front office" environment .
• Proficient with Microsoft Office Suite; Adobe Acrobat, and other office software.
• Proficient with various forms of communication and social media platforms.
• Proven ability to multitask and complete projects in a timely manner.
• Must be reliable as work hours may vary.
• Ability to pass Archdiocesan background check.
• Provide proof of valid driver's license and insurance. 

Preferred Qualifications:  

• Excellent communication skills (oral and written), with the ability to communicate to various levels of office staff, ministry leaders and parishioners. 
• Ability to work in a team environment, fostering a positive work experience.
• Bilingual in English/Spanish, but not required.

Physical Demands/Work Environment:  While performing the duties of this job, the employee is frequently required to stand, walk, sit and occasionally required to climb stairs, balance, stoop, kneel or crouch.  The employee must frequently lift and or move up to 25 pounds.  The noise level is moderate in the office environment. 

• 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.