What are the responsibilities and job description for the Parish Administrative Assistant position at Diocese of St. Augustine?

St. Madeleine Catholic Church

Position : Parish Administrative Assistant

Reports to : Pastor

Job Type : Part-Time - 25 hours per week

FLSA : Hourly Non-exempt

General Summary : The Parish Administrative Assistant will perform clerical and administrative tasks, under the supervision of the Pastor, which will support the overall function and activities of the church and its ministries. As the initial contact for visitors, the Parish Administrative Assistant will create an environment that is inviting and comforting for parishioners, staff, and visitors. A willingness to learn new skills, work as a team player, and overall dependability and accessibility are very important in this role. The core hours for this position are 9 : 00 AM - 2 : 30 PM with some flexibility as assigned by the Pastor in support of parish activities.

Required Knowledge, Skills, and Abilities :

Associate degree in business administration or related field of study is preferred.
At least 2 years of experience in a similar position.
Practicing Catholic is preferred.
Functional knowledge of Microsoft 360 Suite of applications.
Excellent verbal and written communication skills.
Professional, organized, detail-oriented, and efficient.
Outstanding interpersonal and customer service skills.
Ability to maintain strict confidentiality regarding sensitive matters of the parish.

Duties and Responsibilities :

Greet parishioners, visitors, and service technicians and assist them as needed during office hours.

Screen calls, answer questions, forward messages in a timely manner, resolving problems within the scope of authority, and updating the pre-recorded telephone message to include parish events.

Check email regularly during the day and respond, redirect, or print for follow-up action as appropriate.

Sort and distribute incoming mail.

Prepare and mail welcome letters to new members, baptismal instructions, follow-up postcards to visitors, and other administrative correspondence as requested.

Publish the Church Bulletin in a timely manner.

Utilize church management software to maintain all membership records including entering weekly contributions accurately.

Function as the liaison on behalf of the parish with the diocese and Shared Services regarding fiscal responsibilities to ensure timely transmittal of all accounting activities such as accounts payable, deposits, and payroll, etc.

Serve as safe environment coordinator for compliance with diocesan policies. Ensure all employees and volunteers have cleared background checks, completed required training, and maintain appropriate documentation.

Coordinate recruitment, ensure new hire onboarding is complete including Forms I-9 and E-Verify, and provide new employee orientation subject to Parish Employee Handbook.

Manage and update the master calendar of events for all church activities.

Maintain the Pastor's calendar and distribute a weekly update containing appointments and activities.

Coordinate Mass schedules and prepare bi-monthly ministry schedule.

Update bulletin boards with current events.

Keep all files in an orderly manner and prepare filing system directions for others.

Generate reports as required by the Pastor.

Make travel / hotel arrangements for the Pastor or visiting guests.

Ensure office equipment is kept clean and schedule maintenance as recommended for efficient operation.

Contact and Schedule Emergency Repairs and Maintenance services as needed including electricians, plumbers, etc.

Keep an inventory of office supplies and reorder as needed.

Update Standard Operating Procedures for all office functions.

Backup work daily.

As requested by the pastor, attend staff meetings, and prepare minutes of the meeting for distribution. Occasional weekend and evening work may be required.

Additional responsibilities and duties as directed by the Pastor.

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.

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