Administrative Assistant

Reports to: Pastor
Paid Holidays/Holy Days
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 assigned department by performing a variety of clerical and administrative tasks.

Position Responsibilities
 Opens incoming mail and logs in the checks; distributes mail to addressees 
 Prepares check requests for incoming invoices, signs “requested by” block and send to Pastor for approval 
 Maintains filing systems as assigned
 Mails checks and other correspondence out as necessary, ensures postage stock is on hand to not delay mailing. 
 Retrieves information as requested from records, e-mail, minutes, and other related documents; prepares written summaries of data when needed.
 Open and sells concessions as needed
 Responds to and resolves administrative inquiries and questions. 
 Adheres to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and wellbeing 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 
 Adheres to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory
Takes a solution-oriented approach in interactions and undertakings, and, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
 Manages/Coordinates Priest’s Calendar as assigned by Pastor
 Mass Intentions – collects fee and logs in intention in calendar and bulletin
 Assists staff and parishioners with any Parish related business.
 Coordinates with Sacristan on all services such as special Masses and funerals
 Assists Priests in obtaining Visiting Priests as necessary to cover Pastor absence 
 Keeps record of all Sacramental documents, tax letters and bulletins 
 Issues a receipt for all incoming monies but not limited to Mass intentions, products sales, sacramental certificates, books, etc.; records each receipt in cash collection sheet, balances receipts to the funds collected, turns over to the Sunday money counters for preparation of deposit slip and deposit. Ensures bookkeeper has a copy of the weekly cash collection sheet for recording and matching against the validated deposit slip. 
 Collects necessary information for weekly bulletin but not limited to Mass Intentions, ministry schedules, donations, daily readings, announcements, upcoming Parish meetings and events, priest’s writings.
 Designs bulletin in Microsoft Publisher or sends out to outside source for design and printing two (2) days before printing deadline with Priest review and approval and ensures bulletin is ready for distribution by each Saturday 5 pm Vigil Mass; places inserts as necessary. 
 Collects & files registrations (Parish, Baptism, etc.)
 Assists Priest or Deacon with records needed for sacraments 
 For sacraments, coordinates meetings with Priest and available Mass times
 Funerals; obtains details of deceased from funeral home; coordinates Mass/Burial with Priest, advises funeral home, schedules meeting between Priest and family members.
 Funerals: coordinates Rosary time and place with Deacon or lay person(s); advises funeral home; in absence of Parish representation advises funeral home to obtain a replacement. 
 Records death notice in Registrar Book
 Maintains/Updates Ministry’s personnel contact information
 Coordinates with heads of ministry for Yearly/Quarterly/Monthly schedule for each Ministry
 Inputs/maintains active volunteer, Ministry, committee and club member in VIRTUS and background release
 Ensures church premises and selected gates are locked and secured at the end of the workday or as assigned.
 Performs other duties as assigned by the Pastor
Essential Functions - ADA

Requirements

Minimum Qualifications:
 High School Diploma or equivalent
 Associate’s degree preferred
 Bilingual in Spanish and English
 Able to honor and maintain confidentiality.
 Ability to provide own transportation for job-related responsibilities.
 This position may require evening and/or weekend hours to assist in special events as needed
 On-call availability for emergencies.

Minimum Knowledge And Skills
Experience with computer software and Microsoft Office applications
 Must be proficient in Microsoft Publisher
 Must be detail oriented, organized, self-motivated, work well independently and as an or on a team 
 Must have good written and verbal skills
 Must have good critical thinking and problem-solving skills

If this sounds like the right position for you, just click the “APPLY NOW” button. You will be directed to the Register Now to proceed with the online application.