Administrative Assistant

Description

Employment Status: Full-Time

FLSA Status: Exempt (Salaried)

Schedule: Monday – Friday 9 am – 6pm / 40 hours per week, occasionally some evening/weekend events

Reports to: Pastor and Parish Operations Director

 *Full-time Benefits may include: Paid Holidays/Holy Days, 403b Retirement, 401 (a) Pension Plan, Medical, Dental, Vision, Life, Employee Assistance Program, Short-term/Long-term Disability. *Benefits may vary based on employment status and location.  

Summary:

 This position reports directly to the Pastor and Parish Operations Director and assists in all administrative needs of the Parish, including direct support for the Pastor and Parish Operations Director. The duties of this position include a wide range of administrative, communication, liturgical, spiritual, and community activities in support of the parish, in addition to supervising the receptionist staff.

Position Responsibilities:

Administrative

· Provides direct support to the Pastor and Parish Operations director for all administrative needs, including answering e-mails, returning messages, managing the calendar, and assisting the Pastor with scheduling his calendar.

· Supervises for 2-3 receptionists/administrative assistants and their schedules; assists with parish questions and special needs that may arise; ensures the front desk has coverage and is kept neat and orderly.

· Organizes administrative and pastoral supplies, orders and controls supplies expenditures.

· Arranges and coordinates staff events, such as birthday celebrations and other special events.

· Prepares and orders food for staff meetings and other events as necessary.

· Responsible for notification of the second collection to Ushers.

· Liaison for the Rice Bowl collection each year.

· Schedule Mass Intentions for the Parishioners, send mass intention cards and keep detailed information about each request.

· Pay visiting priests at the end of each month both for the mass and mass intention.

· Provide a list of deceased for the month to the Sunshine Ministry and Seasons of Hope Bereavement Ministry.

· Schedules Baptisms for families who have completed the requirements for their child to be baptized in the Catholic Church, along with scheduling a Deacon for the service.

· Provides coverage for the front desk, including answering the phone and receiving parishioners and guests during lunch and as a backup.

· Assists with Archbishops Appeal to coordinate in pew and communication

· Coordinates blessings- homes, anniversaries etc.

· Coordinates and schedules Sunday Hospitality

· Works with Ballroom manager to order supplies for hospitality and ministry meetings (coffee, cups, etc.)

Communication 

•  Reviews and prioritizes Pastor’s email, mail and phone messages.
• Researches, organizes and completes administrative responsibilities, as directed, on topics that cross the Pastor’s desk.
• Writes correspondence and other messages for the Pastor on behalf of the Parish. Ensures thank you letters are sent for large donations.
• Prepares the Prayer of the Faithful announcements and schedules pulpit announcements for the weekend masses.
• Works closely with the Communications Coordinator and Cana Ballroom Coordinators in coordinating events that need to be scheduled on the church calendar.

Liturgy

• Manages and coordinates all funeral liturgy planning with bereaved families and acts as coordinator with funeral homes and the bereavement ministry.
• Informs Father of anointing requests or deaths.
• Secures and schedules all substitute priests as needed. 
• Orders Liturgical items (paschal candle, ashes, palms, and Christmas and Easter gift books.
• Ensures the general appearance of the narthex and church are organized and clutter free
• Assist liturgy director with coordinating special liturgy events such as reconciliation services and seasonal activities
• Serves on Liturgy Committee
• Helps the Director of Liturgy and Music with Liturgy
• Ensures deadlines and commitments are met
• Follows-Up with volunteers to offer assistance
• Attends major Liturgical events if needed

Requirements

Minimum Qualifications:

Education:

• High school Diploma or equivalent
• Associate’s degree preferred

Experience:

• At least four (4) years’ experience of working in an administrative role providing direct support 
• At least (2) years of supervisor experience
• Bilingual in Spanish and English helpful

Minimum Knowledge and Skills: 

• Experience with computer software and Microsoft Office Applications; 
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem solving skills.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.