Administrative Assistant

Description

Employment Status:  Part-Time

FLSA Status: Non-Exempt (Hourly) 

Schedule:  10 hours per week / 3 hrs Monday 9-12 , 3 hrs Wednesday 9-12 and 4 Hours Friday 9 - 1

Reports to: Operations Manager

Summary:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Position Responsibilities:

· Assist with the parish weekly bulletin, and mail 

· Maintained databases in the Family Suite of PahishSoft 

· Provides technical support and helps establish protocols for technology usage.

· Gathers information for Mass announcements for Sunday and sends to the appropriate person(s)

· Oversees the online registration processes and registration reports for parish events, retreats, bible studies, ministry leaders and staff as needed

· Crafts well-written messages for reflections, mailings, outreach, etc.

· Maintains all communications outlets in systematic and organized manner

· Operates the Audio/Visual system in the church on weekdays as needed

· Attends and participates in meetings as scheduled

· Uses graphic design skills to make flyers and posters, handouts, and other promotional materials

· Answers and transfer phone calls, screening when necessary

· Maintains filing systems as assigned

· Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed

· Responds to and resolves administrative inquiries and questions

· Coordinates and schedules travel, meetings, and appointments

· Prepares agendas and schedules for meetings

· Records and distributions minutes or other records for meetings

· Maintains office supplies and coordinates maintenance of office equipment

· Receives monies at the front desk when necessary and issues receipt

Requirements

Work Environment:

• Works hours as assigned Monday through Friday
• Flexibility to work weekends on annual events as needed
• Ability to physically stand, bend. squat, and lift to 25 to 30 pounds
• Must pass a criminal background check

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 
• Must have strong written and verbal communication skills in English and Spanish 

Minimum Knowledge and Skills: 

• Experience with computer software and Microsoft Office Applications; 
• Must be meticulous, 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.
• Must have effective time management skills, be self-motivated, ability to multi-task
• Ability to work well under pressure

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.