Administrative Assistant to Faith Formation

Job Title : Administrative Assistant to Faith Formation, FT 35

Reports to : Business Manager / Pastor

Location : St. William Church | Naples, Florida

Classification : Hourly / Nonexempt

Overview

Provide administrative support to Director of Family Faith Formation, Director of Adult Faith Formation, Director of Youth / Young Adult Ministries and Accountant.

Job Responsibilities

• Assist with registration for Family Faith Formation, First Communion, and Confirmation programs.
• Copying and filing of FFF registration paperwork in Diocesan-required files each year.
• Attend first meetings of the year for check-in, walk-in, and collection of funds.
• Supervise children in Trinity House program.
• Assist in the coordination of Vacation Bible School activities, including attending the week.
• Help organize special events for FFF (luncheons, dinner meetings, etc.) and attend if needed.
• Document First Communion and Confirmation participants in permanent parish record book, send notification to parish of baptism (except St. William), post in ParishSoft.
• Follow-up St. William baptisms with letters to families, continue sending letters every six months until child is three years old.
• Copy necessary materials, make booklets, etc. for Family Faith and Sacrament programs.
• Translate materials into Spanish, interpret with parents as needed.
• Take RSVPs for ongoing programs, maintain attendance rosters, provide nametags if required.
• Attend most programs for check-in / registration.
• Maintain roster and attendee information on each program.
• Develop bulletin page for upcoming events for Director's approval and submit weekly.
• Order books and materials for programs, track delivery, and code payment.
• Process monies received from program events, summarize, and submit to the bookkeeper.
• Create and copy necessary hand-out materials for programs.
• Purchase food and refreshments for each program and set up such for these events.
• Keep brochures stocked in the narthex and hang posters on the bulletin board for new events. Brochures are in the bottom drawer of the filing cabinet in the assistant's office. Order pamphlets when needed with direction from Director.
• Assist with Youth Ministry registration for activities and trips.
• Maintain yearly youth roster and required files.
• Edit weekly bulletin page for Your Director.
• Assist Youth Director with hospitality for kick-off nights, youth special events, etc. as needed.
• Attend parent meetings for registration and check-in.
• Attend Confirmation classes and specific Youth Ministry events.
• Assist with Confirmation Mass, including preparing materials and attending the Mass.
• Translate materials into Spanish, interpret with parents as needed.
• Assist when needed for Graphic design on Canvas or other available software.
• Data entry of contributions into ParishSoft.
• Assist with acknowledgment letters and tax mailings for contributions.
• High school diploma or equivalent
• Proficiency with Computer skills, including Microsoft Office, or the willingness to train on these programs within the first two weeks
• Ability to complete independently general office routines such as filing, planning, organizing, phone etiquette, follow-up documentation.
• Demonstrate a mature Christian faith and a basic understanding of, and agreement with, Catholic theology.
• Knowledge of ParishSoft is preferred
• Bi-lingual communication skills : speaking, reading, and writing fluently in English and Spanish is preferred