Administrative Assistant

Archdiocese of San Antonio•San Antonio, TX

19h•Onsite

About The Position

The Administrative Assistant establishes the first impression of the Pastoral Office as a welcoming presence for parishioners and guests. Pleasant and professional assistance is provided for in-person, telephone and electronic contacts, questions and requests for information. The incumbent accomplishes other tasks as assigned by the Pastor and serves as the parish's registrar of sacramental records of the church. Excellent office etiquette is a must, as is an ability to manage multiple tasks engaged with a variety of people in varied situations.

Requirements

Minimum (2) years’ previous experience in a "front office" environment.
High school Diploma or equivalent
Proficient with Microsoft Office Suite; Adobe Acrobat, and other office software.
Proficient with various forms of communication and social media platforms.
Proven ability to multitask and complete projects in a timely manner.
Ability to work as a team
Ability to pass Archdiocesan background check.
Provide proof of valid driver's license and insurance.

Nice To Haves

Excellent communication skills (oral and written), with the ability to communicate to various levels of office staff, ministry leaders and parishioners.
Associates Degree.
Ability to work in a team environment, fostering a positive work experience.
Bilingual in English/Spanish

Responsibilities

Serve as Pastoral Office Receptionist and Administrative Assistant.
Manage incoming telephone calls, directing callers to appropriate staff requiring knowledge of their duties and awareness of church activities.
Greet people entering the Pastoral Office and reflect a warm and welcoming environment.
Exercise discretion and understanding with all contacts to the Pastoral Office.
Provide administrative support to Pastor, and assist with his record keeping, work flow and correspondence.
Assist other staff as necessary.
Prepare and maintain Newcomer Packets.
Prepare, print and order materials and literature for the packets in coordination with the communication staff.
Assist families in scheduling mass intentions for the deceased and special intentions, prepare cards, noting the time and date of the mass, and accurately record entries for scheduling.
Order and maintain bereavement and special intention cards.
Record and accept payment for the Mass(es).
Support production of the weekly parish bulletin in collaboration with communication staff, developing daily and weekend Mass intentions and presider lists, and prayer lists.
Prepare letters for Baptism parents with verification of attendance at classes and membership in good standing.
Record parish records of Baptism, OCIA, marriage and other sacraments and requirements.
Send letters to baptismal church of record for sacraments received.
Assist parish ministries with requests of Pastor and staff.
Work closely with ministry leads regarding volunteers.
Update Parish Ministry & Contact List as necessary to provide information concerning Pastoral and support staff and ministries.
Post staff birthday list on a monthly basis.
Exhibit professionalism and practice confidentiality at all times.
Accept payments for room rentals, registrations, etc., providing receipts for recordkeeping and issuing deposit refunds.
Work closely with Business Office in accordance with established procedures and internal controls.
Receive and sort incoming mail and distribute to staff folders.
Operate postage meter to process outgoing mail for Pastor and mailouts.
Accept deliveries, or direct that deliveries be left in appropriate locations.
Keep bulletin boards and reception area neat and organized with current, approved materials.
Order office supplies with Pastor’s approval.
Regularly meet with Pastor to ensure there is alignment and keep him informed.
Perform additional duties as assigned.