Ministry and Administrative Assistant

Archdiocese of San Antonio•San Antonio, TX

About The Position

The full-time Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Directors of Youth Ministry and Adult Faith Formation.

Requirements

Computer literate with the ability to type 30+ words per minute.
Good writing, analytical and problem-solving skills.
Knowledge of principles and practices of organization, planning, records management and general administration.
Ability to communicate effectively.
Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines.
Ability to follow oral and written instructions.
Basic knowledge of MS Office products including, but not limited to, Word, Excel and Publisher
Basic knowledge of social media platforms such as Facebook and Instagram
Education: High school Diploma or equivalent
Experience: Must be a practicing Catholic with a deep love for the church
At least four (4) years’ experience of working in an administrative role providing direct support and experience in working in ministry, especially youth ministry
License and Credentials: Reliable transportation
Valid driver license
Valid vehicle insurance
Minimum Knowledge and Skills: Experience with computer software and Microsoft Office Applications; Must be detail oriented, organized, self-motivated, work well independently and on a team; Must have good written and verbal skills; Must have good critical thinking and problem-solving skills.

Nice To Haves

Bilingual in Spanish and English (preferred)

Responsibilities

Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
Adhering to safety training and protocols on a daily basis and taking precautionary measures to ensure the safety and well-being of self, others.
Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
Oversee all aspects of general office coordination, including but not limited to ordering supplies, scheduling facilities and communicating with parish members via email, phone, and mail.
Maintain office calendar to coordinate workflow and meetings.
Monitor and assist with providing information for the organization’s website.
Monitor and assist with providing information for the organization’s weekly bulletin and monthly newsletter.
Maintain Youth Ministry Instagram account
Assist in answering telephones and transfer to appropriate staff members when required.
Perform general clerical duties to include, but not limited to copying, faxing, mailing and filing.
Coordinates deposits related to YM and AFF events with bookkeeping office.
File and retrieve organizational documents, records and reports.
Support staff in assigned project-based work.
May assist volunteers and other support personnel as directed.
Assists in special events, such as registration, fundraising activities and YM and AFF events which may include weekends.
Assist in maintaining a clean and well-organized environment in the offices and other spaces.
Create registration forms for classes, events, retreats, etc.
Coordinate transportation for retreats and other events
Collect and deposit payments for events
Track attendance for classes in YM and AFF
Contact parishioners about missing paperwork for OCIA and Adult and Teen Confirmation
Send out Flocknote meeting reminder and updates
Track teen Confirmation online assignments and contact parents for missing assignments
Create sign-in sheets and print for YM and AFF classes
Performs other duties as assigned.
Other duties as assigned by the Directors of Youth Ministry and Adult Faith Formation.