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

Archdiocese of Washington•Olney, MD

15d•Onsite

About The Position

The School of Religion (SOR) Administrative Assistant reports to the Director of Religious Education (DRE) and provides essential support for the efficient operation of SOR programs. This role requires a faithful Catholic with a positive attitude, proficiency in Microsoft Office, strong organizational and creative skills, and the ability to maintain strict confidentiality regarding family information. The position is full-time, 30 hours per week, with specific hours from Monday to Wednesday, 11:00 AM to 7:30 PM, and Thursday from 11:00 AM to 4:30 PM. Flexibility is also required for attending catechist meetings, retreats, and sacrament celebrations.

Requirements

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

Nice To Haves

Ready smile

Responsibilities

Receive and process telephone calls, following up as needed.
Greet and assist visitors to the SOR, or direct them to the appropriate staff member.
Respond to the front door bell promptly.
Order 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 on Excel updated.
Track student attendance records weekly.
Maintain an organized inventory of all educational materials and office supplies, and purchase as needed.
Manage financial records for families and issue 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.
Organize room closets with necessary materials for classes.
Prepare sacrament programs, materials, and gifts.
Create and distribute sacrament certificates.
Send sacrament notifications to appropriate parishes.
Record sacraments in ParishSoft.
Process check requests for the SOR.
Handle bulk mailings as needed.
Maintain and update bulletin boards (creating new boards frequently based on seasons, church feasts, sacraments, or SOR activities).
File all correspondence, registration forms, sacramental forms, baptismal certificates, attendance records, and invoices.
Assist with setup and preparations for sacramental retreats and celebrations.
Provide assistance at SOR retreats, training sessions, and meetings.
Help with ordering food or preparations for SOR events.
Assist in ordering and distributing educational materials and office supplies for catechists and staff.
Support the DRE and Youth Minister with the 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 for SOR volunteers in conjunction with the Archdiocesan office as the Virtus Coordinator for SOR.
Maintain and update records of all individuals fingerprinted for the SOR program within the Virtus system.