Administrative Assistant

Roman Catholic Bishop of San Diego • San Diego, CA

4d • $25 - $30 • Onsite

About The Position

The Administrative Assistant plays a central role in the daily operations of Mary, Star of the Sea Catholic Parish’s office, collaborating with parish office staff and communicating regularly with the Pastor and Business Manager. Reporting to the Pastor, the role provides administrative and clerical support to facilitate the efficient day-to-day operation of the parish. The Administrative Assistant serves as a welcoming point of connection for parishioners, visitors, and other community members seeking assistance, information, or support, and is expected to demonstrate professionalism, approachability, resourcefulness, discretion, sound judgment, and care in serving the parish community.

The role includes managing communications, calendars, parish records and data, facility reservations, event coordination, office supplies and keys, and administrative support for parish staff and volunteers. It also provides support for communications and financial tasks, including assisting with donation records and money-counter questions. The position is full-time, 40 hours per week, with stated office hours of Monday through Friday, 7:30 a.m. to 4:00 p.m., based on current office hours. Frequent evening and weekend work is required. The position reports to the Pastor. The listed start date is February 1, 2027, with training January 27–28, 2027. Salary is $25–$30 per hour, based on experience.

Requirements

• Friendly, approachable, and professional demeanor; enjoys working with people and is a practicing Catholic.
• Availability to work Monday through Friday, from 7:30 a.m. to 4:00 p.m., based on current office hours.
• Ability to handle difficult situations, complaints, and unforeseen challenges with professionalism and sound judgment.
• Demonstrates discretion and maintains confidentiality.
• Proficiency in Microsoft 365 applications, including Teams, Word, Excel, and Outlook, with the ability and willingness to learn new software independently.
• Excellent organizational, time management, written and verbal communication, interpersonal, and problem-solving skills, with strong attention to detail and the ability to work independently.
• Competence in computer operations, keyboarding, and standard office equipment, including printers, copiers, and scanners.
• Familiarity with social media and digital tools, including Canva, Facebook, and Instagram.
• Ability to meet the physical demands of remaining at an office computer workstation, accessing information from a computer, using a telephone, moving throughout the office and parish facility, and occasionally lifting and/or moving up to 30 pounds.
• Frequent evening and weekend work is required.

Nice To Haves

• Bilingual proficiency in English and Spanish preferred.
• Bachelor’s degree in business administration preferred.
• Marketing experience preferred.
• QuickBooks and ParishSoft experience are a plus.

Responsibilities

• Answer incoming calls, respond to voicemails, and provide general parish and diocesan information, particularly regarding the sacraments.
• Monitor and respond promptly to the Administrative Assistant and general parish email inboxes, ensuring appropriate follow-up.
• Manage the Pastor’s calendar and appointments in Microsoft Calendar.
• Assist parishioners, visitors, and community members with registrations, donor accounts, Mass intentions, sacramental inquiries and certificates, church hours, events, and ministry resources; refer inquiries to the appropriate staff member as needed.
• Maintain sacramental records, including Baptism, First Communion, Confirmation, and Marriage, as well as the death register and other registers.
• Enter and maintain parish data in ParishSoft and Flocknote.
• Maintain wedding, funeral, and quinceañera preparation files, coordinating details with the Pastor, sacristans, and families.
• Distribute meeting notices, attend staff meetings, and follow up on action items.
• Collaborate with the Stewardship Coordinator, ministry leaders, and other staff.
• Monitor office supplies and communicate purchasing needs to the Business Manager; monitor and purchase sacristy supplies as needed.
• Maintain organized parish files, office supplies, and the key log; coordinate key distribution and return with authorized ministry and event leaders.
• Open the parish office at the start of the day and ensure it is secured at closing.
• Manage facility-use requests and coordinate with staff, volunteers, and requestors to ensure established procedures are followed from initial request through event completion.
• Maintain approved reservations in scheduling software and ensure schedules and contact information are accurately reflected on the parish website.
• Distribute event schedules and setup details to staff and coordinate arrangements with appropriate staff members and requestors.
• Coordinate volunteer coverage for phones and reception during staff training, meetings, and other absences as needed.
• Provide back-up support to Communications staff in preparing and reviewing the weekly bulletin and e-newsletter.
• Prepare correspondence and provide administrative support to the Pastor and other staff members as requested.
• Work with the Stewardship Coordinator to stay informed of volunteer staffing needs for ministries, including sacristans, altar servers, lectors, and musicians.
• Assist the Business Manager with recording donations in ParishSoft.
• Provide support to money counter volunteers with questions regarding parish collections and contributions.
• Attend quarterly finance meetings.
• Assist the Business Manager with additional duties as needed.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed