Administrative Assistant

Description

Employment Status: Full-Time* 

FLSA Status: Non-Exempt (Hourly) 

Schedule:  Monday - Thursday 9 am - 5 pm (1 hr unpaid lunch) 

and Friday 9 am - 1 pm / 32 hours per week

Reports to: Pastor

*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.

Summary:

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

Position Responsibilities:

• Answers and transfers 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
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, 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.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned. 

Administrative:

• Manage/Coordinate Priest's calendar
• Mass Intentions - collect fee and log intention in calendar & bulletin
• Input parishioners donations into Family Suite, assisting bookkeeper in balancing donation in Family Suite to Accounting. Generate year end tax letters.
• Assist staff and parishioners with any Parish related business.
• Record Keeping - ALL Sacramental Documents, Tax Letters, Bulletins, Permission/Notification Letters and Parish Registration Forms
• Coordinate with Sacristans on all services.

Bulletins:

• Design in Microsoft PUBLISHER.
• Collect/Publish necessary information, such as Mass Intentions, Ministry Schedule, Donations, Daily Readings, Announcements, Upcoming Parish Meetings and Events.
• Acquire Priest's approval, print, fold and placement of bulletin.

Sacramentals:

• Collect Registration (Baptism)
• Assist with records needed for sacraments
• Coordinate meetings with Priest and available Mass times.
• Record Sacraments, input data in Family Suite and print certificate
• Assist DRE with upkeep of yearly group sacraments

Funerals:

• Obtain details of deceased from funeral home
• Coordinate Mass/Burial with Priest and schedule meeting between Priest and family members
• Coordinate Rosary time and place with Deacons
• Record death notice in Registrar Book

Ministries, Volunteers, Committee & Club Members:

• Maintain/Update Ministries personnel contact information
• Coordinate with volunteer Yearly/Quarterly/Monthly schedule for each Ministry 
• Input/Maintain active volunteers, Ministry, committee and club members in VIRTUS and background release
• Conduct VIRTUS module training and notify Priest of any concerns

Cemetery:

• Maintain plot tracking, mapping of cemetery (available and purchased), spreadsheets and payment book
• Coordinate at the Point of Contact for funeral homes, grave diggers, urn and monument placements
• Cemetery - collect plot payments, meet with potential plot buyers, coordinate burials and input information into Cemetery software system and spreadsheets. Issue deeds.
• Attend Cemetery Meetings

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 
• Bilingual in Spanish and English

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

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 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.