Administrative Assistant to the School of Religion - St. Peter's Parish - Olney Marylanbd

Catholic Schools Office, Roman Catholic Archdiocese of Washington•Olney, MD

16d•Onsite

About The Position

The School of Religion (SOR) Administrative Assistant reports to the DRE and assists in various capacities to facilitate the efficient operation of the SOR programs. The ideal candidate must be a faithful Catholic, possess a positive attitude, be proficient in Microsoft Office, demonstrate strong organizational and creative skills, and be capable of maintaining the confidentiality of sensitive family information.

Requirements

Faithful Catholic
Proficient in Microsoft Office
Organized
Creative
Able to maintain confidentiality of families’ information

Nice To Haves

Ready smile

Responsibilities

Receive and handle telephone calls, following up with appropriate action.
Greet visitors to SOR, assist them as needed, or direct them to the appropriate staff member.
Respond to the front door bell as needed.
Process orders for textbooks and supplies, and distribute them as necessary.
Receive and distribute mail to the appropriate staff member.
Maintain ParishSoft and Excel records for families, students, and catechists.
Manage Flocknote contacts.
Keep registration forms, sacramental forms, and class lists updated on Excel.
Maintain student attendance records on a weekly basis.
Organize and maintain an inventory of all educational materials and office supplies, and purchase as needed.
Manage financial records for families and send appropriate billing notices.
Prepare new registration forms and file income receipts.
Register students in ParishSoft and Flocknote.
Prepare program materials and information packets.
Create class lists and assign room numbers for catechists.
Maintain a list of catechists/aides.
Prepare room closets with necessary materials for classes.
Prepare sacrament programs, materials, and gifts.
Prepare sacrament certificates.
Prepare and mail sacrament notifications to appropriate parishes.
Record sacraments in ParishSoft.
Process check requests for SOR.
Handle bulk mailings as needed.
Maintain and update bulletin boards, creating new boards throughout the year based on seasons, church feasts, sacraments, or SOR activities.
File all correspondence, registration forms, sacramental forms, baptismal certificates, attendance records, and invoices.
Assist at sacramental retreats and celebrations, including set-up and preparations.
Assist at SOR retreats, training sessions, and meetings.
Assist in ordering food or preparations for SOR events.
Assist in ordering and distributing educational materials and office supplies for catechists and staff members.
Assist the DRE and Youth Minister with Saint Peter’s Summer Program as needed.
Contact catechists and families as necessary.
Update families and catechists with new information or cancellations via Flocknote.
Coordinate information pertaining to SOR volunteers in conjunction with the Archdiocesan office (Virtus Coordinator for SOR).
Maintain and update records of all individuals fingerprinted for the SOR program with the Virtus system.