Administrative Assistant

Roman Catholic Bishop of San Diego•Spring Valley, CA

21d•$22 - $25

About The Position

The Administrative Assistant plays a central role in the daily operations of Santa Sophia Catholic Church’s parish office. Working closely with parish office staff and communicating regularly with the Pastor and Business Manager, the position provides administrative and clerical support to facilitate the efficient day-to-day operation of the parish. The position reports to the Business Manager and works under the direction of the Pastor. The Administrative Assistant is a welcoming point of connection for parishioners, visitors, and other members of the parish community seeking assistance, information, or support. The role calls for a professional, approachable, resourceful person who demonstrates discretion, sound judgment, and a commitment to serving the community with warmth, respect, and care. The position is full-time, 40 hours per week, and is benefits eligible. The stated schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., based on current office hours; frequent evening and weekend work is also required. The salary is $22–$25 per hour, based on experience. The role is non-exempt.

Requirements

Friendly, approachable, and professional demeanor; enjoys working with people and is a practicing Catholic.
Availability to work Monday through Friday, 8:30 a.m. to 5:00 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; strong attention to detail and ability to work independently.
Competence in computer operations, keyboarding, and standard office equipment, including printers, copiers, fax machines, and scanners.
Familiarity with social media and digital tools, including Canva, Facebook, and Instagram.
Able to remain at an office computer workstation, access computer information, and use a telephone; mobile within the office and school facility and able to travel to meetings or events in city- and county-wide locations.
Occasionally lift and/or move up to 30 pounds.
Frequent evening and weekend work is required.

Nice To Haves

Bachelor’s degree in business administration preferred.
Marketing experience preferred.

Responsibilities

Answer incoming calls, respond to voicemails, and provide general parish and diocesan information, particularly about the sacraments.
Monitor and promptly respond to the Administrative Assistant and general parish email inboxes, ensuring appropriate follow-up.
Manage the Pastor’s calendar and appointments through Microsoft Bookings.
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 appropriate staff as needed.
Maintain sacramental records, including Baptism, First Communion, Confirmation, and Marriage records, as well as the death register, Book of the Dead, and All Souls’ contact list.
Enter and maintain parish data in the Parish Data System (PDS) and Flocknote.
Maintain wedding, funeral, and quinceañera preparation files and coordinate details with the Pastor, sacristans, and families.
Distribute meeting notices, attend staff meetings, and follow up on action items.
Collaborate with the Stewardship Coordinator to organize Sunday coffee and donuts, coordinating vendors and volunteers.
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 Skedda 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 backup 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 Parish Data System (PDS).
Reconcile Square transactions monthly and work with the Business Manager to verify deposits against recorded transactions.
Support money counter volunteers with questions regarding parish collections and contributions.
Attend quarterly finance meetings.
Assist the Business Manager with additional duties as needed.