Administrative Assistant Jobs

About The Position

Requirements

• Computer and typing skills, with knowledge of Microsoft Office applications – Word, Excel and Outlook.
• Secretarial or administrative assistant experience.
• Excellent organizational and filing skills.
• Great verbal and written communication skills.
• Familiarity in fund accounting and management software - ParishSoft
• Demonstrates discretion and confidentiality.
• Professional appearance.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.
• Must regularly lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
• Successfully complete the required Safe Environment background check prior to employment and every five years thereafter, as required by Diocesan policy.

Nice To Haves

• Driven by the Catholic faith
• Friendly, compassionate, welcoming
• Enjoys working with people as part of the parish team including ministry leaders and volunteers.

Responsibilities

• Serve parishioners, volunteers, and visitors by greeting, welcoming, assisting, and directing them appropriately in a courteous and professional manner.
• Provide administrative, secretarial, and office support to the Pastor and parish staff.
• Answer and direct incoming calls to the appropriate staff member, and accurately record and relay messages.
• Respond to parish emails, telephone calls, and other inquiries in a timely, professional, and courteous manner.
• Maintain the parish calendar and coordinate appointments, meetings, special events, and other parish activities.
• Participate in parish staff meetings, Diocesan workshops, training sessions, and other professional development activities as required.
• Prepare all liturgical guides for review and final approval by Pastor.
• Maintain accurate and confidential parish membership, sacramental, and other official records.
• Prepare and issue sacramental certificates in accordance with parish and Diocesan requirements.
• Coordinate and maintain information and scheduling for baptisms, funerals, weddings, and other sacramental celebrations.
• Prepare routine correspondence, documents, forms, and communications in both digital and written formats for parish records and database.
• Monitor inventory levels and order office, janitorial, sacramental, and other parish supplies as needed.
• Establish, organize, and maintain an efficient filing system for parish records, documents, correspondence, and other important information printed and electronic.
• Assist the Bookkeeper in ensuring sound and accurate financial management practices are followed within the parish in all financial accounts.
• Assist Communications director in proofreading bulletin and other printed materials.
• Assist with preparation and monitoring of budgets, invoices, payments, and financial reports in coordination with the Bookkeeper, Pastor, and appropriate volunteer councils or committees.
• Provide financial and administrative support and coverage when the Bookkeeper is absent.
• Record, maintain, retain, and organize financial and sacramental records in accordance with applicable Diocesan policies, procedures, and record-retention requirements.
• Follow all procedures established by the Roman Catholic Church and Diocese regarding sacramental notifications and documentation.
• Handle sensitive, confidential, or difficult situations firmly, courteously, tactfully, and respectfully while recognizing and protecting the rights and dignity of others.
• Utilize technology effectively and collaborate with parish staff to identify creative ways to use technology to improve parish communication, organization, efficiency, and effectiveness.
• Maintain a professional, welcoming, and service-oriented environment for parishioners, visitors, volunteers, clergy, and staff.
• Successfully complete the required Safe Environment background check prior to employment and every five years thereafter, as required by Diocesan policy.
• Perform other duties and responsibilities as assigned by the Pastor.