Administrative Assistant

Job content

Summary

Description

The Administrative Assistant will execute office duties required by the pastor with professionalism and efficiency under the supervision of the parish administrator. This will include office reception and receiving telephone calls. The Administrative Assistant will be responsible for maintaining the filing system for the pastor, parish administrator and parish. Duties will be performed with a thirst for the good of souls, competently and compassionately, with pastoral urgency and care for all involved. As time allows will also provide administrative support for parish staff.

Position Responsibilities

• Serves as receptionist for visitors/in-person guests and telephone callers to the parish during business hours.
• Answers, screens calls and directs calls to the appropriate person.
• Checks/sorts parish mail, email and voicemail daily and forwards messages to the appropriate person.
• Responds to parish mail, email and voicemail, as instructed.
• Provides general information to visitors or those with questions.
• Inventory and order office supplies for pastor and parish staff.
• Receives and receipts misc. cash, checks and credit payments.
• Creates, modifies and maintains office forms/documents using Microsoft Office (including Excel, Publisher, PowerPoint, Outlook and/or other programs).
• Maintains the filing system as requested throughout the day.
• Makes copies and scans sacramental and office files.
• Serves as the primary contact/liaison for those seeking Baptism.
• Receives on-the-job cross-training in order to provide backup for Weddings, Funerals, Bulletin, Marquee, and FaceBook.
• Registers new parish members/families.
• Records sacramental records.
• Assists with written correspondence to and from the pastor and/or Parish Office.
• Assists with large volume of outgoing mail, including stuffing envelopes.
• Actively participates in Parish Staff Meetings, including trainings.
• Supports parish events, ordering lunches, dinners.
• Maintains confidentiality in all aspects of staff and parish information.
• Has an understanding and awareness of cultural diversity.
• Performs other duties as assigned.
Requirements
• Competency:
• Communication: Ability to effectively share information and ideas of various degree of difficulty and sensitivity through different means of communication and to diverse audiences. (verbal and/or written)
• Customer Service: Ability to be attentive to the needs of internal and external customers and being able to find resolution within the parameters of set standards and messaging in a positive manner.
• Teamwork: Ability to listen and respond constructively with others fostering collaboration and team success.
• Thorough: Ability to provide great care and attention to detail, while meeting deadlines.
  

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Confidentiality is required in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education
• Associate’s Degree
• Experience
• At least two (2) years of working in an office environment.
• Bilingual (English and Spanish)
  

Preferred Qualifications

• Bachelor’s Degree in theology, philosophy, social work, psychology or related field.
• Experience in parish ministry, social work, or other pastoral ministry.
• Fluent in Spanish and other languages.
  

Minimum Knowledge And Skills

• Experience with email, word processing, telephone and other standard office applications and equipment.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal communication skills.
  

Travel Requirements

• Travel is not required for this position.
  

Physical Requirements

The position requires the following physical demands in the frequency noted.

C = Constantly (2/3 or more of the time) O = Occasionally (Up to 1/3 of the time)

F = Frequently (From 1/3 to 2/3 of the time) R = Rarely (less than on hour per week)

• Lifting R
• Reach above shoulder height O
• Sitting C
• Reach below shoulder height O
• Walking R
• Driving R
• Running R
• Stooping R
• Standing O
• Pushing R
• Bending waist (forward or sideways) O
• Pulling R
• Balancing R
• Talking C
• Squatting R
• Hearing C
• Climbing R
• Crawling R
• Repetitive motions C
• Other: R