Administrative Assistant

Description

The Parish Administrative Assistant enhances administrative effectiveness by providing clerical support to the ministry team in support of the overall parish community.

Essential Duties and Responsibilities:

• Answers telephone and directs calls appropriately. 
• Opens and distributes mail and other related material.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics whether by scan, fax, or e-mail.
• Coordinates, sets-up, and assists with administrative needs for meetings, conferences, liturgical celebrations, and other events as needed.
• Prepares reports by collecting information and data.
• Maintains personal contacts, files and documents.
• Attends required meetings and gatherings, taking meeting minutes and offering assistance as needed.
• Develops and maintains effective records and information management systems, including a current and accurate filing system.
• Opens and distributes daily mail and makes determination as to importance and priority; organizes work by reading and routing correspondence, collecting information; initiating communication.
• Ensures timely and professional communication with stakeholders within the parish community.
• Prepares A/P vouchers for approval and signature.
• Contributes to team effort by accomplishing related results as needed.
• Other duties may be assigned.
• This is a full-time position with benefits.

Requirements

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.

Education and Experience:

• High school degree or equivalent. 
• Three years receptionist experience required including two years database experience. 
• Excellent telephone skills and ability to stay calm in stressful situations. 
• Proficiency with Microsoft Office products, including Word and Publisher; knowledge of Parish Data Systems a plus. 
• Solid organization skills and ability to work independently. 
• Must be bi-lingual in Spanish and English. 

Language/Communication Skills:

• Ability to read and interpret basic correspondence. 
• Excellent interpersonal and organizations skills. 
• Must have a pleasant telephone manner and good communication skills. 

Mathematical Skills:

• Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

Reasoning Ability:

• Ability to define problems, collect data, establish facts and draw valid conclusions.