Business Office Administrative Assistant II

Diocese of Tucson • Green Valley, AZ

1d

About The Position

Under the direction of pastor, business manager, School Principal, or other manager is responsible for working independently in providing a wide variety of administrative support activities in a parish or school. The individual is also responsible for providing leadership and for working independently on a variety of administrative projects as assigned. The Employee shall be a minister of the Gospel and Catholic Teaching both academically and behaviorally while at work and in his/her personal life, “…Live in a manner worthy of the call you have received.” (Eph. 4:1)

Requirements

• Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic Church; be in full communion with the Church.
• Excellent communications kills, both verbal and written; excellent human relations and interpersonal skills.
• Exercise courtesy to fellow employees, parishioners, and the public
• Must be a self-starter; well organized; perform multiple tasks simultaneously and work with a sense of urgency.
• Ability to maintain confidentiality.
• Ability to work collaboratively in a team environment; punctuality is always a must; ability to travel locally as required; weekend and evening work may be required.
• Be able to type 50 WPM and proficient with a 10-key calculator.
• Proficiency in computer technology to include word-processing Word for Windows, and Excel; be able to mail merge excel reports, queries, and text documents.
• Ability to learn software currently used by the Parish staff – ParishSoft, WeShare, WeConnect, uAccept
• Professional bearing; clean and neat personal appearance
• Ability to successfully pass a background, criminal history, and credit history check.
• Bachelor’s degree in business or public administration from an accredited institution or equivalent experience
• Two to five years’ experience in a high activity environment as a secretary or administrative assistant or equivalent

Nice To Haves

• Bi-lingual (Spanish/English) preferred.

Responsibilities

• Support the pastoral and spiritual mission of the Diocese and the Catholic Church
• Shall abide by Catholic principles in the teacher’s professional and private life and shall govern his/her professional and private life in strict accordance with Catholic morals and principles to demonstrate complete adherence to Catholic moral strictures.
• Work independently as a lead person and be proactive in providing administrative support to all staff as requested
• Works collaboratively in a positive, friendly, and professional manner with all employees and with others served.
• Display leadership, personal initiative, coordinate, facilitate and provide support with timeliness and accuracy; provide administrative support as requested by the Business Office Manager.
• Maintain and respect the privacy of the persons supported.
• Receive and handle in a professional manner incoming mail, calls and visitors, screen, and handle requests for information.
• Prioritize, coordinate and schedule calendar requests; maintain and ensure accuracy of the calendar; coordinate meetings and other functions.
• Recording donations from weekend Masses, mailed and OTC into ParishSoft donor database
• Prepare weekly donations summary from money counters and give to staff accountant
• Record WeShare (daily) and ACH (monthly) donations into ParishSoft software
• Assist parishioners with setting up donations in WeShare software
• Assign Parish Offertory envelopes to newly registered family
• Record weekend and special Masses attendance
• Record inventory for the Religious Gift Store in uAccept software
• Update Parish Handbook as needed
• Manage Parish Offertory Envelopes – ordering (prior to deadline) and began distribution around the week before Christmas in the Narthex
• Enter new parishioners in ParishSoft software and send welcome card
• Enter new Religious Education students in ParishSoft software
• Maintain accuracy of data in ParishSoft database
• Manage request for annual Contribution Statement
• Update WeConnect as requested by staff and convert forms to be downloadable
• Manage Zoom contract and usage
• Annual Catholic Appeal – track donations that come to OLV and send to Diocese
• Send large donation letters monthly to quarterly
• Back up support for Receptionist
• Back up support for YouTube masses
• Participate in Parish sponsored special events as needed
• Assist Business Manager with special projects as requested
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level