Administrative Assistant

Roman Catholic Bishop of San Diego•Spring Valley, CA

13d•$20 - $25•Onsite

About The Position

The Administrative Assistant is responsible for clerical and office duties typically related to office administration. The Administrative Assistant will work primarily with the Business Manager under the direction of the Pastor.

Requirements

Friendly, welcoming, and professional; enjoys working with people.
Practicing Catholic with a strong understanding of and commitment to the mission, teachings, and traditions of the Catholic Church.
Must be available to work Monday – Friday, 8:45am – 5:15pm.
Ability to manage difficult and unforeseen challenging circumstances and complaints.
Demonstrates good judgment, discretion, and confidentiality.
Strong organizational skills, attention to detail, and ability to work efficiently without constant supervision.
Excellent written, verbal, interpersonal communication, and problem-solving skills.
Competent computer and keyboarding skills; knowledge of printers, copiers, fax, and scanning equipment.
Familiarity with social media platforms and tools (e.g., Canva, Facebook, Instagram).

Nice To Haves

B.A. degree in Business Administration, preferred.
Marketing experience, preferred.
Familiarity with Microsoft 365 Suite (Teams, Word, Excel, Outlook) and willingness to learn new software independently.

Responsibilities

Answer phones and assist callers with parish and Diocese information, especially sacramental needs; respond to voicemails.
Answer and follow up with general office emails in a timely manner.
Assist walk-in visitors with parish registrations, Flocknote sign-up, Mass requests, funeral information, and replacement of sacrament certificates.
Open the office at the beginning of the day and secure it at closing.
Manage key logs with approved ministry and event leaders.
Organize and schedule volunteers for Sunday coffee and donuts, counting collections, and receptionist support.
Manage Pastor’s scheduling calendar and appointments using Microsoft Bookings.
Send meeting notices, attend staff meetings, and follow up on action items.
Assist the Pastor and other staff members as needed.
Maintain Sacramental Books for baptism, First Communion, confirmation, and marriage.
Maintain the death register, Book of the Dead, and All Souls’ contact list.
Manage preparation files for weddings, funerals, and additional sacraments.
Collect parish fees and donations in the parish office.
Support the parish bookkeeper by tracking and documenting payments.
Coordinate volunteer money counters and ensure accuracy and accountability for weekly collections.
Monitor office supply needs and communicate with the business manager.
Assist with maintenance of parish files and office supplies.
Serve as a backup to communications staff, especially preparation and review of the weekly bulletin and e-newsletter.
Collaborate with communications staff to update the parish website as needed (eCatholic website).
Enter and maintain data in Parish Data System (PDS) and Flocknote.
Use PDS to pull queries and maintain keywords and descriptors.
May require occasional overtime to attend pastoral or finance council meetings.
Assist other departments with projects as needed.
Manage requests for parish facilities for use from request through completion, ensuring proper protocols are followed.
Update and maintain facilities schedules using Skedda.
Sync schedules with the parish website and shared Google Calendar.
Provide staff with schedules and event set-up details.
Coordinate event set-ups with staff members and requestors.