Description:
Employment Status: Part-Time
FLSA Status: Non-Exempt/Hourly
Schedule: Monday - Wednesday 9 am - 3 pm (12-1 Office closed for lunch/unpaid)
/ 15 hours per week
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
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Provide Clerical and Administrative support to Pastor.
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Welcome and greet people who come into or telephone the parish office.
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Answer phones and refer callers to appropriate person, transfer calls to appropriate person, and /or take messages and distribute messages promptly to appropriate person.
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Provide receptionist services and record clear, accurate messages.
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Handle routine questions about policies and procedures
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Answers questions concerning the church and its organizations, programs, ministries, and services.
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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.
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Assist with copy work and train others how to use office/clerical equipment.
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Provide typing services, handle general correspondence and clerical support.
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Data entry as needed.
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Screen and distribute incoming mail.
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Prepare regular and bulk mailings.
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Record, update and/or prepare sacramental records (baptism, first communion, confirmation, marriage and funerals).
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Coordinates with appropriate teams at the Archdiocese.
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Maintain parish database and ensure current at all times.
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Maintains the parish schedule and updates all events, meetings, and locations in the parish calendar.
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Type and publish the parish bulletin.
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Handles call for funerals and anointing of the sick.
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Directs requests to Homebound and Hospital Ministry.
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Schedules Mass intentions as needed.
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Maintains list of special intentions (sick) etc.
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Updates list for special announcements (birthday, anniversary).
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Maintains parish contact list.
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Infonns Pastor of al new members, funerals, baptisms, and other events
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Maintain Facebook on weekdays
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Establish and Maintain Census Files for the Parish
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Maintain Office Supplies for Parish
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Coordinate and oversees all volunteers.
Requirements:
Minimum Qualifications:
Education
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High school Diploma or equivalent.
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Associate degree preferred.
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Three to Five years experience in similar field.
Experience and Skills
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At least four (4) years’ experience of working in an administrative role providing direct support
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Bilingual in Spanish and English, preferred
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Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Minimum Knowledge and Skills
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Catholic in good standing.
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Experience with computer software and Microsoft Office Applications;
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Must be detail oriented, organized, self-motivated, work well independently and on a team;
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Must have good written and verbal skills;
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Must have good critical thinking and problem solving skills.
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Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
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Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Certificates and/or Licenses
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Reliable transportation
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Valid driver license
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Valid vehicle insurance
Physical Demands
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The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
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Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Parish priest and employee will set work hours, and employee will work on site. There may be occasional travel and outside appointments.
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.