What are the responsibilities and job description for the Administrative Assistant - Hourly position at ARCHDIOCESE OF SEATTLE PAYROLL SERVICES?
Accountability: All employees assist the Pastor in working toward our mission to see, think, and live like Jesus. This position is accountable to the Pastor and Administrator.
Purpose: To greet and refer visitors and callers. Provides administrative support to supervisors.
Major Duties and Responsibilities:
- Assures a hospitable and welcoming presence for parish visitors. Provides general information to persons calling or visiting the parish. Utilizes other church, social service, community and/or government directories to provide accurate and helpful information to persons. Provides general support and serves as an administrative resource to staff and parishioners needing assistance. Answers telephone and assures accurate and prompt transmission of messages.
- Assures the parish office is properly opened in the morning and securely closed in the evening. Ensures the office is locked at closing. Keeps parish office clean, tidy, and professional in appearance. Provides assistance to parishioners requesting Mass requests and Mass cards and provides information about stipends.
- Distributes incoming mail and ensures the mailing of outgoing mail.
- Help coordinate appointments for Priest, Vicar and PAA.
- Maintains filing systems for the office including parish and faith formation registrations, and other parish filing systems both manually and on a database. Collect documents for sacraments and those joining the church. Prepares census reports as requested. Collects faith formation fees, maintains faith formation attendance information, inputs faith formation families in the database upon registration. Provide records to Communications Assistant for printing of documentation.
- Coordinates marriage preparation by ensuring paperwork is in order and completing state license. Maintains sacramental records: handle all incoming requests for sacramental records, send notifications of sacraments to Church of Baptism as needed.
- Coordinates the use of keys for parish facilities.
- Provide administrative support for Bookkeeper and PAA.
- Help with the ordering of liturgical supplies, communicate needs before the quarterly order is placed.
- Prepare agenda, calendars, and minutes for staff meetings.
- Provide backup for the Administrative 2 position.
- Perform other duties as assigned.
- Willingness and ability to support the mission of the church.
- Bilingual Spanish/English preferred
- Strong verbal and written communications skills
- Ability to work with a variety of people, including multicultural communities
- Strong organizational skills
- Proficient in Microsoft Office Suite
- Maintains a level of confidentiality and professionalism with regards to work/church related issues.
- 2 years of experience in professional administrative work.
- Parish or Catholic ministry experience a plus.
Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s 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.
