Administrative Assistant

San Juan de la Cruz Mission

Position: Administrative Assistant

Reports to: Pastor

Part-time

FLSA: Hourly Non Exempt

General Summary: The ideal candidate for Administrative Assistant is driven by the Catholic faith to fulfill the purpose of San Juan de la Cruz Mission. Someone who is friendly, compassionate, welcoming and enjoys working with, and serving, people.

Essential Duties And Responsibilities

• Serve parishioners, volunteers, and visitors by greeting, welcoming and directing them appropriately.
• As the sole office employee of a Catholic mission, be able to work independently and without onsite supervision.
• Provide administrative, secretarial, and office support for the operation of the mission.
• Be the primary contact with diocesan Shared Services by scanning and sending check requests (and associated bills/documentation), deposit slips, and manual check authorizations. Review weekly reports from Shared Services for anomalies.
• Record parish registrations, contributions, and other information as directed utilizing ParishSoft.
• Answer phone calls and take messages.
• Respond to parish emails and other inquiries in a timely fashion.
• Receive, record, and track Mass intentions, including providing Mass stipend records to Shared Services.
• Maintain parish calendar, schedule appointments, special events, and meetings.
• Participate in required Diocesan workshops and trainings.
• Prepare parish bulletin, parish announcements, Flocknotes, and other communications.
• Maintain parish memberships and sacramental records.
• Prepare Baptismal and Marriage Certificates.
• Coordinate information for baptisms, funerals, and weddings.
• Demonstrates discretion and confidentiality.
• Generate routine correspondence, digital and written.
• Monitor and order supplies (office, janitorial, sacramental, etc.)
• Organize and maintain a filing system for all important parish documentation.
• Other duties and responsibilities as assigned by Pastor.
  
  

Knowledge, Skills, And Abilities

• Computer and typing skills, with knowledge of Microsoft Office applications – Word, Excel, Publisher, and Outlook.
• Secretarial or administrative assistant experience.
• Excellent organizational and filing skills.
• Great verbal and written communication skills.
• Both English and Spanish proficiency preferred.
• Professional appearance.
  
  

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in 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.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Ability to travel and drive one's own vehicle to various diocesan locations, when necessary.