What are the responsibilities and job description for the Administrative Assistant, Part-time position at St. Francis Xavier Parish?
Position: Administrative Assistant, Part-time (25 hrs./wk)
Reports to: Business Manager and/or Pastor
Location: St Francis Xavier Parish | Fort Myers, FL
Classification: Hourly/Non-exempt
Overview
This position is the first point of contact and sets the tone of the parish environment and demonstrates courtesy, friendliness, compassion, and professionalism for anyone who visits the Parish. Duties include but are not limited to the following:
Job Responsibilities
- Answer, screen and route incoming calls promptly, accurately, and courteously. Provide answers to caller questions and assistance when appropriate.
- Establish and maintain up-to-date filing systems, both hard copy and electronic. Maintain contact lists, Mass attendance, offertory collection records.
- Performs data entry of collections into Parish Soft (will train) cash, checks & misc. received in offertory collection.
- Maintains, Parish Soft database (will train) sacramental records and Mass book, and mass intentions.
- Schedules and coordinates for baptisms, weddings, funerals, and burials.
- Coordinate and train Volunteers, to include Safe environment.
- Compose, proof, correct and distribute letters, memos, forms, documents, bulletins, emails, and faxes. (examples Thank you notes)
- Develop/maintain parish and office calendars. Notify pastor/director of upcoming deadlines with ample lead time and follow through with reminders to ensure completion.
- Schedule events on parish and diocesan calendars as needed, interfacing with the coordinating with other employees and Catholic Center contacts.
- Works with pastor/business manager on projects and communications.
- Schedule volunteers for the office, and various ministries in the parish.
- Other job duties as assigned.
- High school diploma or equivalent.
- 2-3 years of office experience preferred.
- Ability to use Microsoft Word and Excel.
- Previous data entry experience with a database.
- Excellent communications skills both written and oral.
- Familiar with the Catholic faith.
- Effective listener, responsive and supportive towards parishioners, volunteers, and staff.
- Exhibits good judgment and keeps confidentially, is highly motivated and self-directed.
- Bilingual English and Spanish, preferred.