Office Administrator

Parish Name: Saint Vincent de Paul Catholic Parish
Location: 4077 Ibis Street, San Diego, CA 92103
Reports to: Office Manager
Employment Type: Full Time
FLSA Status: Non-Exempt
Pay Rate: $17 – $25 per hour. (based on experience)

Summary:

The office administrator is responsible for the operations of the entire office, which includes being the administrative contact for the Parish community.

General Office Duties:

• Answer the door and phone professionally
• Review voicemails to direct them accordingly
• Receive and answer or redirect mail and e-mail
• Prepare the weekly bulletin, including the Spanish section
• Assist in preparing the Prayer of the Faithful and announcements and other matters for the weekend Liturgies and other special Liturgies.
• Assist Office Manager and the pastor with office tasks, as needed.
• Assist with weekend collection bags and baskets
• Assist with scheduling of meeting rooms and opening rooms for meetings
• Attend staff meetings and record meeting minutes when appropriate
• Filing documents
• Manage database / website
• Ability to prioritize tasks and work independently
• Coordinate and schedule all Baptisms, Funerals
• Coordinating and scheduling for all weddings with the wedding coordinator
• Schedule all Alter Service schedules
• Schedule back-up Priest for services as necessary
• Schedule Litigerary calendars and Masses, contact coordinators with Sacristans, Ushers, readers, Alter Servers
• Facilities: first contact for vendors on campus (check-in once on campus)
• Organizing and maintaining office supplies, Church supplies, Mass supplies
• Requesting purchase of office supplies with Office Manager
• Other duties as assigned by the Pastor or Office Manager

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum of two years administrative assistant experience
• Bilingual (English and Spanish) required
• Flexible schedule is a must
• Must have intermediate/advanced knowledge of and skill in using personal computers
• Above average communication skills; both verbal and written
• Must be able to maintain confidentiality
• Friendly with excellent people skills
• Professional demeanor, attire and efficient organizational skills
• Knowledge of Microsoft Office suite
• Possesses a thorough understanding of their Catholic Faith
• Be a self-starter; well organized; attentive to details; calm and clear-headed under pressure; able to perform multiple tasks simultaneously; possess a strong work ethic; punctual
• Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church
• Knowledge of handling difficult people and situations while remaining calm and professional
• Keen interpersonal and group dynamic skills with clear communication

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

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.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. Vincent de Paul Catholic Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.