Office Assistant

Roman Catholic Bishop of San Diego•La Mesa, CA

2d•$18 - $22•Onsite

About The Position

The Catholic Parish of St. Martin of Tours is a vibrant faith community located in La Mesa, California. The parish is home to many registered families who are actively engaged in their faith and who support a wide range of ministries and a dynamic faith formation program. As an active parish, St. Martin of Tours requires a skilled administrative office staff capable of managing daily operations and communicating effectively with the pastor, parish staff, and parish community. This position requires a working knowledge of parish administration, along with familiarity with diocesan policies and procedures. There is a total of 2 positions available, each focusing on one of the specific responsibilities listed below:

Requirements

Knowledge of parish operations and Catholic doctrine
Must have good administrative skills and front office experience
The ability to follow procedures for the successful support of the parish
A kind, friendly disposition while dealing with visitors to the office
Integrity who merits trust and upholds confidentiality
The means necessary to arrive on time for the start of the shift
A comprehensive understanding of general office technology including personal computers, printers, phone systems, copiers
In-depth knowledge of MS Office, Office 360, 2FA and other programs designed to help run the office administration including but not limited to Parish Database Systems, Vanco and Vanco Events
Basic understanding of bookkeeping
Confidence in using time management system to correctly and accurately keep timecard up to date

Responsibilities

Answer the office door. Greet clients that come to the office.
Answer phones, field calls and take messages.
Answer questions about faith formation, baptism, homebound, marriages, confirmation, church activities, food assistance requests, mass times, church hours, food for families, all functions of the church.
Mass Intentions - Assist clients in obtaining mass intentions. Assure that each requester does not exceed their allotted number. Call and reschedule mass intentions if needed.
Assist to schedule appointments for clergy.
Collect and record in-person payments.
Coordinate sick calls/hospital visits.
Provide administrative assistance to all staff and specific and approved ministries as requested.
Cover for other Office Assistants when they are out of the office.
Complete projects as directed by Pastor, Business Manager and Office Manager to assist in the running of the administrative office.
Creates Bulletin using Canva and insures publishing deadlines
Accepts Calendar and room requests, ensures set-ups are fulfilled
Learns and implement events feature in Vanco
Oversees all parish wide mailings including coordinating contents and mailing
Distributes mail and packages
Expert on solving copier/printer problems for all devices in the office
Assist with, maintain and update website with Associate Pastor’s guidance
Maintain Flocknote lists and creates Flocknote mailings with Associate Pastor’s guidance
Creates pulpit announcements
Implement and maintain shared office calendar
Maintain liturgical calendar with Pastor
Verify and confirm Pastor/Associate Pastor appts
Wedding Coordinator duties including meeting with couple and assigning mentor couple, files all paperwork and leads rehearsal
Reconciles Receipt book
Matches CC receipts to bills
Processes check payments
Files AP
Enters collections into PDS
Enters Vanco into PDS
Prepares monthly priest stipend requests
Scan and archive all accounting files
Prepares collections bags and maintains log
Prepares collection reports for pastor and QB entry
Scan and archive HR files
Maintains postage due fund
Maintains petty cash