Administrative Assistant for Operations

ARCHDIOCESE OF SEATTLE PAYROLL SERVICES • Seattle, WA

2d • $31 - $38 • Onsite

About The Position

The parish family of St. Joseph Parish located on Capitol Hill and St. Therese Parish located in the Madrona neighborhood of Seattle are welcoming, Catholic faith communities where everybody belongs and invite parishioners to know, love and serve God. Together, they serve approximately 1,800 families. I. POSITION PURPOSE The Administrative Assistant for Operations supports the work of the pastoral leader and the parish family operations team, which includes facility and event scheduling, human resource and payroll support, as well as provide administrative assistance in support of the parish family and its activities. II. ESSENTIAL POSITION FUNCTIONS Collaborates with the pastoral leader, parish staff, and consultative bodies in implementing the mission of the parish family. Maintains the facility schedule for the parish family. Directs groups on facility use responsibilities, rental fees, insurance coverage and manages conflicts that may arise. Coordinates the rental collection and monitoring of facility keys, as well as any set up and take down needs with the facilities team. Ensure accurate employee time management records in the payroll system including vacation leave, sick leave, and holidays. Review payroll pre-check reports for the parish staffs, noting any errors or corrections needed, and reporting them to the payroll department. Ensures all parish employees and volunteers are in compliance with the Archdiocese Safe Environment Program requirements. Coordinates with the outside IT services firm, relaying issues with appropriate follow-up to confirm resolution. Manages invoices for payment, confirming appropriate approvals have been obtained and submits to bookkeeper for processing. Prepares the weekly deposit of cash and checks received outside of Mass collections for the parishes. Provides administrative services in support of the operations team, parish family, and other activities as needed Assures a hospitable and welcoming presence for visitors and our parish faith community, monitoring the main telephone line and routing calls to staff members as required. Assists parishioners requesting Mass intentions. Recruits, trains, and schedules volunteers for collection counting at both parishes and maintenance of church pews (stocking envelopes, writing utensils and other information). Prepares and processes regular mail and bulk mailings as needed. Organizes and maintains the records for bulk and returned postage mail. Maintains office supply inventory and reorders as needed, keeping the supply room neat and organized. Print and post copies of the parish calendar where designated. III. SECONDARY FUNCTIONS Coordinates volunteers as needed for parish administrative projects. Assists with the maintenance and updating of sacramental records and the parish database system. Assists staff members in setting up and taking down parish events as needed. Performs other duties as assigned.

Requirements

• Active member of a Catholic faith community
• High school diploma or GED equivalent required
• Two years of administrative office experience, or combination of education and experience.
• Strong interpersonal skills and desire to serve people who contact the parish
• Ability to take initiative, work independently and manage multiple projects simultaneously
• Detail oriented with strong organizational skills
• Maintain strict confidentiality with regards to any work/parish related issues
• Excellent computer skills with proficiency in Microsoft Office products

Nice To Haves

• Associate degree in business administration or related field preferred
• familiarity of database management software preferred

Responsibilities

• Collaborates with the pastoral leader, parish staff, and consultative bodies in implementing the mission of the parish family.
• Maintains the facility schedule for the parish family.
• Directs groups on facility use responsibilities, rental fees, insurance coverage and manages conflicts that may arise.
• Coordinates the rental collection and monitoring of facility keys, as well as any set up and take down needs with the facilities team.
• Ensure accurate employee time management records in the payroll system including vacation leave, sick leave, and holidays.
• Review payroll pre-check reports for the parish staffs, noting any errors or corrections needed, and reporting them to the payroll department.
• Ensures all parish employees and volunteers are in compliance with the Archdiocese Safe Environment Program requirements.
• Coordinates with the outside IT services firm, relaying issues with appropriate follow-up to confirm resolution.
• Manages invoices for payment, confirming appropriate approvals have been obtained and submits to bookkeeper for processing.
• Prepares the weekly deposit of cash and checks received outside of Mass collections for the parishes.
• Provides administrative services in support of the operations team, parish family, and other activities as needed
• Assures a hospitable and welcoming presence for visitors and our parish faith community, monitoring the main telephone line and routing calls to staff members as required.
• Assists parishioners requesting Mass intentions.
• Recruits, trains, and schedules volunteers for collection counting at both parishes and maintenance of church pews (stocking envelopes, writing utensils and other information).
• Prepares and processes regular mail and bulk mailings as needed.
• Organizes and maintains the records for bulk and returned postage mail.
• Maintains office supply inventory and reorders as needed, keeping the supply room neat and organized.
• Print and post copies of the parish calendar where designated.
• Coordinates volunteers as needed for parish administrative projects.
• Assists with the maintenance and updating of sacramental records and the parish database system.
• Assists staff members in setting up and taking down parish events as needed.
• Performs other duties as assigned.

Benefits

• Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED