Part Time Parish Administrative Assistant

Diocese of San Diego-posted about 2 months ago

Part-time

Onsite • Escondido, CA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

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The Parish Office Administrative Assistant coordinates all aspects of the Parish Office in a professional and confidential manner. This includes maintaining calendars, answering phones, communicating effectively with ministries, volunteers and visitors and assisting in the smooth and efficient operation of the parish office. The administrative assistant provides administrative support to the Pastor, Associate Pastor and Business Manager.

Organize and schedule appointments for the pastor and his associate
Maintain the liturgical and central calendars for the parish, in collaboration with the pastor
Assist in resolving marriage issues for processing of weddings, license issues, annulments, as directed by the pastor
Prepare, maintain and/or direct pastor's: meeting agendas, phoned communication requests, meetings and appointments as well as written communication and filing systems
Verify all scheduled meetings and/or appointments for the pastor with him at least one week prior to the scheduled meeting/appointment with printed calendar and verbal reminders (prepared by 10 am Thursday - weekly - for review)
Meets daily with the pastor to review schedule and priorities
Communicate with emails, correspondence memos, letters, faxes and forms to and for the pastor
Assist the director of parish services and the pastor with preparation and set up for Advent and Lenten Penance Services - twice yearly
Send reminders, when necessary, to sacristans, altar servers, musicians, ushers by phone messages, emails, or written memos
Point of contact for the Pastor with 50+ church ministries for needs and/or requests, follows up with those ministries for the pastor for all communication, information, meeting dates, reminders of meetings, and clarifications as needed
Organize and/or attend designated meetings and be available to take notes or minutes, when requested
Deliver calendar (general/master) to bulletin editor weekly and insure bulletins are delivered to the church before the end of the day on Friday
Track church Relics and oversee/schedule on calendar
Directs all sick calls and hospital calls to the clergy
Update the parish calendar of monthly meetings with key leadership
Other duties as assigned or requested by the pastor or the director of Administration

Minimum three years' experience in an office setting
Bilingual English / Spanish Required
Excellent organizational and inter-personal communication skills to effectively interact with parishioners, visitors, volunteers and vendors.
Must have initiative to work efficiently without constant supervision and direction.
Must demonstrate excellent written/verbal interpersonal communications and problem-solving skills.
Friendly with excellent people skills.
Advanced computer skills, including Microsoft Office Suite.
Ability to meet deadlines; effective time management.
Excellent team member.
Active member of a Catholic faith community.
Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church.

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Part Time Parish Administrative Assistant

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