Administrative Asst

General Position Summary: The Administrative Assistant welcomes all who come into or telephones the parish office and provides administrative and related office services to staff. Assists priests and business manager with special projects.

Duties and Responsibilities (to include but not limited to)

Performs various secretary routines including:

• Answers incoming telephone calls and forwards appropriately; receives visitors and responds to their needs or refers them to appropriate person or place.
• Assures timely and accurate receipt of telephone messages.
• Provides general information to persons calling or visiting the parish and utilizes other church, social service, community and/or government directories to provide accurate and helpful information.
• Maintains Sacramental Records (Baptism, Confirmation, Marriage).
  • Type Sacramental Certificates when requested.
  • Updates sacraments obtained in other Roman Catholic parishes in our PDS.

• Prepares year end contribution statements for parishioners & donation letters require by the IRS.
• Schedules appointments for priest when requested.

• Assists parishioners seeking Mass requests, Mass cards and information about stipends.
• Provides clerical assistance as requested including typing and input of families in computer system.
• Designated person for any permission for lay person or priest visiting our Diocese.
• Handles all city permits requirements and procedure, including festivals, certificate of insurance or other special events.
• Types up letters when requested.
• Coordinates the Quinceañera retreats and celebrations.
• PDS Specialist; updates all programs
  • Updates all accounts
  • Inputs attendance, payments, classroom list, etc. in Formation
  • Updates Facility and coordinates with facility manager on room organization naming
  • Updates Church office
• Helps with any other tasks as assigned by the Pastor or Business Manager

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment, but is subject to stress due to the evolving and quickly expanding business needs, tight deadlines and heavy workloads. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Education and Experience Preferred:

• High school diploma or equivalent required

Knowledge and Skills Preferred:

• Must be highly proficient in using Microsoft Office Programs, (Word, Excel, Publisher and PowerPoint).
• Individual must have well developed “people skills” in interacting with all who come to the parish office.
• Excellent telephone and interpersonal skills; ability to interact competently and compassionately with those who call or visit the department as well as with parish staff and volunteers
• Ability to organize and multi-task.
• Ability to solve practical problems while dealing with a variety of concrete variables.
• Ability to maintain confidentiality.
• Flexibility in accepting new or modified duties.
• Must have ability to learn new software programs as needed.
• Attend software training sessions as scheduled.
• Ability to honor and maintain confidentiality.
• Must be bilingual (English and Spanish).