Administrative Assistant

St. Mark the Evangelist Church•San Antonio, TX

8h•Onsite

About The Position

The Administrative Assistant establishes the first impression of the Pastoral Office as a welcoming presence for parishioners and guests. Pleasant and professional assistance is provided for in-person, telephone and electronic contacts, questions and requests for information. The incumbent accomplishes other tasks as assigned by the Pastor and Business Manager, and serves as the parish's registrar of sacramental records of the church. Excellent office etiquette is a must, as is an ability to manage multiple tasks engaged with a variety of people in varied situations.

Requirements

Minimum 2 years previous experience in a "front office" environment.
Proficient with Microsoft Office Suite; Adobe Acrobat, and other office software.
Proficient with various forms of communication and social media platforms.
Proven ability to multitask and complete projects in a timely manner.
Must be reliable as work hours may vary.
Ability to pass Archdiocesan background check.
Provide proof of valid driver's license and insurance.

Nice To Haves

Excellent communication skills (oral and written), with the ability to communicate to various levels of office staff, ministry leaders and parishioners.
Ability to work in a team environment, fostering a positive work experience.
Bilingual in English/Spanish, but not required.

Responsibilities

Serve as Pastoral Office Receptionist and Administrative Assistant.
Manage incoming telephone calls, directing callers to appropriate staff.
Greet people entering the Pastoral Office and reflect a warm and welcoming environment.
Exercise discretion and understanding with all contacts to the Pastoral Office.
Provide administrative support to Pastor, including record keeping, calendar management, workflow, and correspondence.
Assist other staff as necessary.
Provide limited support and coordination for Parochial Vicar.
Prepare and maintain Newcomer Packets, including preparing, printing, and ordering materials.
Assist families in scheduling mass intentions for the deceased and special intentions, preparing cards, noting the time and date of the mass, and accurately recording entries for scheduling.
Order and maintain bereavement and special intention cards.
Record and accept payment for Mass(es).
Support production of the weekly parish bulletin, developing daily and weekend Mass intentions and presider lists, and prayer lists.
Prepare letters for Baptism parents with verification of attendance at classes and membership in good standing.
Record parish records of Baptism, deaths, OCIA, marriage and other sacraments and requirements.
Send letters to baptismal church of record for sacraments received at St. Mark including presider.
Refer families to Saint Vincent DePaul volunteers for food assistance/support.
Assist preparing paperwork and document copies for St. Vincent DePaul.
Assist parish ministries with requests of Pastor and staff.
Administer parish Virtus online database providing Safe Environment Training.
Maintain parish registry of employee and volunteer training.
Assist with online registration and training, and coordinate on-site training as necessary.
Update Parish Ministry & Contact List as necessary.
Post staff birthday list on a monthly basis.
Assure a substitute is scheduled when out of the office or on vacation.
Coordinate with Human Resources and Business Manager.
Exhibit professionalism and practice confidentiality at all times.
Attend bi-monthly staff meetings and may occasionally order lunch for staff.
Accept payments for room rentals, registrations, etc., providing receipts for recordkeeping.
Work closely with Business Office in accordance with established procedures and internal controls.
Receive and sort incoming mail and distribute to staff folders.
Operate postage meter to process outgoing mail for Pastor and mailouts.
Monitor lost and found items.
Accept deliveries, or direct that deliveries be left in appropriate locations.
Keep bulletin boards and reception area neat and organized with current, approved materials.
Perform additional duties as assigned.