Administrative Assistant

Description

Description

Employment Status: Full-Time 40 hours ($17.00 per Hour)

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday – Friday 8am – 5pm (60 min unpaid lunch) / 40 hours per week

Reports to: Priest

• Full-Time Benefits may 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 facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Position Responsibilities

• Welcomes and greets parish visitors and responds to all inquiries in a timely, professional, and courteous manner.
• Directs visitors to appropriate areas with detailed instructions.
• Receives and responds to emails and voicemail messages and forwards to the appropriate office personnel.
• Answers and transfers phone calls, screening when necessary
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments
• Prepares agendas and schedules for meetings
• Records and distributes minutes or other records for meetings
• Maintains office supplies and coordinates maintenance of office equipment
• Posting sacramental records information and printing sacramental record requests.
• Creates baptismal, First Communion, Confirmation, and Marriage Certificates for parishioners and/or other parishes as required in a timely and accurate manner.
• Ensures sacramental records and registers are kept current and aligned with the parish and Archdiocesan requirements.
• Actively participates in bi-weekly staff or other team meetings.
• Maintain, update, and manage sacramental record requests and/or changes.
• Required to attend sacramental record training as required by the parish and Archdiocese to ensure sacramental registers and records aligned with required policies.
• 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 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.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith 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.
• Maintains all records and registers for baptisms, first communions, confirmations, marriages, and deaths for the parish, ensuring all records are aligned with the requirements defined by the Archdiocese of San Antonio and for providing receptionist support for the parish.
  
  

Other Duties

• Assist in scheduling Mass intentions for weekly bulletin publishing.
• Assist in scheduling Parish Hall rentals.
• Performs other duties as assigned by Pastor or Office Manager as per the need of the front office.
  
  

Requirements

Requirements

• Ability to establish and maintain effective working relationships.
• Exceptional communication and collaboration skills.
• Strong organizational and time management skills.
• Ability to work in fast-paced environment.
• Always maintain strict confidentiality.
• Supports and upholds the philosophy of Catholicism and the mission of the parish.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Performs other duties as assigned by Priest.
  
  

Education

Minimum Qualifications:

• High school Diploma or equivalent
• Associate’s degree preferred
  
  

Experience

• At least four (4) years’ experience of working in an administrative role providing direct support
• Bilingual in Spanish and English
  
  

License And Credentials

• Reliable transportation
• Valid driver license
• Valid vehicle insurance
  
  

Minimum Knowledge And Skills

• Experience with computer software and Microsoft Office Applications.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal skills.
• Must have good critical thinking and problem-solving skills.
  
  

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.