What are the responsibilities and job description for the Administrative Assistant - Hourly position at ARCHDIOCESE OF SEATTLE PAYROLL SERVICES?
Major Duties and Responsibilities:
Office Operations:
- Assures a hospitable and welcoming presence for parish visitors, providing appropriate assistance and referrals and directing individuals appropriately.
- Scheduling, supervising, and training receptionist and other office volunteers
- Manage phones: maintain auto answer, staff directory, hunt groups, and Holiday/special Mass messages
- Inventory and order office supplies for office and per staff requests
Parish Stewardship:
- Coordinates Mailings for ACA, Stewardship campaigns, Quarterly reports, and Tax letters
- Order ACA and Stewardship campaign materials
- Enter and manage ACA and Stewardship pledges
Parishioner Data:
- Maintain Parishioner Data: enter new registrations and data updates, process pending profiles, de-duplicate data, and move parishioners to other parishes when requested by parishioner or Parish.
- Oversee Sacramental Records entry and process Sacramental Records copy requests.
- Liaison for parents to St. Anthony School and processes in-parish subsidy requests
- Requests and compiles information for the Annual Parish Report to the Archdiocese and the Annual Report to the Parishioners.
Parish Schedule:
- Enter and approve room requests from parish ministry groups
- Receive and give Event Proposal forms to department leaders for approval. Set place holder for Event and change to confirmed Event once approval is received.
- Review and submit weekly parish schedule for bulletin
- Coordinate as necessary with PA for Pastoral Care for answering service calls, hospital calls, anointing requests
- Assist parish staff with preparing their annual program/event calendar and setting deadlines for staff to enter event/programs
- Communicate important schedule items with Priests and assist with their schedules as requested.
Qualifications:
- Proven experience as an administrative assistant or similar roles
- Proficiency in Microsoft Office Suite and technology literacy in database management
- Excellent organizational and multitasking abilities
- Strong communication and interpersonal skills
- Being A faithful Catholic committed to the values and mission of the Catholic Church is preferred but not required.
- Pass and keep a current background check on file.
Any offered salary is determined based on internal equity, internal salary ranges, market data, applicants skills and prior relevant experience, certain degrees and certifications.
Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.
