Administrative Assistant

Description

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly) 

Schedule: Monday – Friday   36 hours per week Schedule set by Pastor

Reports to: Pastor 

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan 
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Summary:

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

Position Responsibilities:

•  Opens incoming mail and logs in the checks; distributes mail to addressees 
•  Prepares check requests for incoming invoices, signs “requested by” block and send to Pastor for approval 
•  Maintains filing systems as assigned
•  Mails checks and other correspondence out as necessary, ensures postage stock is on hand to not delay mailing.  
•  Retrieves information as requested from records, e-mail, minutes, and other related documents; prepares written summaries of data when needed.
•  Open and sells concessions as needed
•  Responds to and resolves administrative inquiries and questions. 
•  Adheres to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and wellbeing of self, and others
•  Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information 
•  Adheres to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory
• Takes a solution-oriented approach in interactions and undertakings, and, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
•  Manages/Coordinates Priest’s Calendar as assigned by Pastor
•  Mass Intentions – collects fee and logs in intention in calendar and bulletin
•  Assists staff and parishioners with any Parish related business.
•  Coordinates with Sacristan on all services such as special Masses and funerals
•  Assists Priests in obtaining Visiting Priests as necessary to cover Pastor absence 
•  Keeps record of all Sacramental documents, tax letters and bulletins 
•  Issues a receipt for all incoming monies but not limited to Mass intentions, products sales, sacramental certificates, books, etc.; records each receipt in cash collection sheet, balances receipts to the funds collected, turns over to the Sunday money counters for preparation of deposit slip and deposit.  Ensures bookkeeper has a copy of the weekly cash collection sheet for recording and matching against the validated deposit slip. 
•  Collects necessary information for weekly bulletin but not limited to Mass Intentions, ministry schedules, donations, daily readings, announcements, upcoming Parish meetings and events, priest’s writings.
•  Designs bulletin in Microsoft Publisher or sends out to outside source for design and printing two (2) days before printing deadline with Priest review and approval and ensures bulletin is ready for distribution by each Saturday 5 pm Vigil Mass; places inserts as necessary. 
•  Collects & files registrations (Parish, Baptism, etc.)
•  Assists Priest or Deacon with records needed for sacraments 
•  For sacraments, coordinates meetings with Priest and available Mass times
•  Funerals; obtains details of deceased from funeral home; coordinates Mass/Burial with Priest, advises funeral home, schedules meeting between Priest and family members.
•  Funerals: coordinates Rosary time and place with Deacon or lay person(s); advises funeral home; in absence of Parish representation advises funeral home to obtain a replacement. 
•  Records death notice in Registrar Book
•  Maintains/Updates Ministry’s personnel contact information
•  Coordinates with heads of ministry for Yearly/Quarterly/Monthly schedule for each Ministry
•  Inputs/maintains active volunteer, Ministry, committee and club member in VIRTUS and background release
•  Ensures church premises and selected gates are locked and secured at the end of the workday or as assigned.
•  Performs other duties as assigned by the Pastor

                                                                        *Essential Functions - ADA

Requirements

Minimum Qualifications: 

•  High School Diploma or equivalent
•  Associate’s degree preferred
•  Bilingual in Spanish and English
•  Able to honor and maintain confidentiality.
•  Ability to provide own transportation for job-related responsibilities.
•  This position may require evening and/or weekend hours to assist in special events as needed
•  On-call availability for emergencies.

Minimum Knowledge and Skills:

•  Experience with computer software and Microsoft Office applications
•  Must be proficient in Microsoft Publisher
•  Must be detail oriented, organized, self-motivated, work well independently and as an or on a team 
•  Must have good written and verbal skills
•  Must have good critical thinking and problem-solving skills

Physical Requirements: Ability to lift 40 pounds to move boxes, chairs, other small furniture

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.