What are the responsibilities and job description for the Administrative Assistant - Green Bay position at Diocese of Green Bay?
Administrative Assistant Position - Quad Parishes
Join our welcoming team at the Quad Parishes of the Catholic Diocese of Green Bay! We are seeking a dedicated Administrative Assistant to serve as the friendly face of our parish, acting as a positive disciple and ambassador. This role involves overseeing office operations and acting as a liaison between the Parish Administrator, Finance Council, and Pastoral Council.
Key Responsibilities
Front Desk Reception & Administration:
- Serve as the main receptionist, greeting all guests warmly and professionally.
- Ensure front desk coverage and arrange backups as needed.
- Communicate promptly and courteously with visitors and parish staff.
- Manage incoming and outgoing mail; assist with parish mailings.
Parishioner Support & Records Management:
- Register new parishioners and connect them with ministry leaders.
- Schedule Mass intentions and sanctuary candles for the Quad Parishes.
- Send parishioner updates to Diocesan offices; manage data using CHMS (formerly Gabriel).
- File correspondence, reports, minutes, and important documents.
Communication & Media Management:
- Prepare and publish the weekly bulletin; assist with graphic design for parish publications.
- Manage the parish website and social media pages.
Office Operations & Administrative Support:
- Maintain parish calendars for church services, facilities, and staff schedules.
- Coordinate parish rentals, handling scheduling and necessary documentation.
- Provide administrative support to the Parish Administrator and parish staff.
- Assist with budget preparation and reporting; act as liaison for the Finance and Pastoral Councils.
- Prepare annual reports for parishioners and the Diocese.
- Manage office supplies and inventory.
- Perform end-of-day duties, ensuring the office is secure.
- Perform any other duties as assigned.
Qualifications
Education & Experience:
- Minimum high school diploma or equivalent.
- Experience with Microsoft Office Suite and general office equipment.
- Background in office operations and administrative support.
- Spanish-speaking ability is an added advantage.
Skills & Abilities:
- Excellent written and verbal communication skills.
- Professional interpersonal skills, including active listening.
- Proficient computer skills; familiarity with social media platforms is a plus.
- Strong organizational skills and attention to detail.
- Ability to multitask and manage time effectively.
- Warm and welcoming demeanor; ability to create a hospitable atmosphere.
- Ability to maintain confidentiality.
- Comfortable interacting with a diverse group of people.
Mission & Vision Alignment
- Embrace the mission and vision of the Catholic Diocese of Green Bay.
- Work in accordance with Catholic Social Teachings and the moral and ethical values of the Catholic Church.
- Participate in retreats, seminars, and group discussions where faith is discussed.
Physical & Working Conditions
- Ability to lift objects up to 20 pounds.
- Tasks may involve sitting, standing, climbing stairs, and using office equipment.
- Work is performed in an office environment with substantial interaction with employees and visitors.
Supervision
- Report directly to the Parish Administrator or Parochial Vicar.
- Ability to work independently, accomplish assigned tasks, and meet deadlines.
Why Join Us?
- Be part of a nurturing community that values growth and discipleship.
- Opportunity to make a meaningful impact within the parish.
- Engage in diverse responsibilities that keep each day fulfilling.
Benefits
Job Type: Full-time
Expected Hours: 32 per week
Pay Grade: Competitive pay grade reflective of the level of responsibility and expertise required as well as aligned with industry standards.
Benefits Include:
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
Schedule:
- Day shift
- Work Location: In person at the Quad Parishes Office at Annunciation parish.
To Apply: Please submit your resume and a brief cover letter explaining your interest in the position to office@quad-parish.org before 15th of February.
Bring your talents to the Quad Parishes, where you can grow professionally and spiritually while making a difference in the lives of others!
