Administrative Assistant

Description

Employment Status: Part-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Tuesday – Thursday 11 am – 5pm / 18 hours per week

Reports to: Pastor 

Benefits may include:

• 403b Retirement
• Employee Assistance Program

Summary:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Position Responsibilities:

General

• Serve as first point of welcome to those contacting the Parish Office in person, by telephone or through email. Field phone calls and emails to appropriate positions.
• Take out and collect mail when it is needed; give mail to Pastor or his delegate for processing.
• Maintain utmost discretion and confidentiality for the Pastor and the personal matters dealt with on a daily basis; be able to multitask almost constantly
• Have a working knowledge of the administrative duties pertaining to the Pastor in order to deal with church and pastoral business. Execute actions as directed by Pastor; assist Parish Staff with needed information.
• Screen phone calls, fielding to self and others as is appropriate in order to free the Pastor from unnecessary phone calls.
• Serve as escalation point on matters unfamiliar to the other staff members.
• Keeps records of hall rentals – taking payments, writing receipts, making sure the bookkeeper and counters receive copies, submit check request for deposit reimbursement when necessary; maintain calendar of rentals
• Provides assistance to persons in need that come to parish, through referring persons to appropriate charitable or social agencies/organizations.

Correspondence/Email

• Pastor will review and route mail as he sees fit. Process, highlight pertinent information, and execute actions as directed by Pastor or do so undirected. File accordingly.
• Respond to correspondence as needed often creating letter and other documents for Pastor’s signature; handle routine correspondence independently and other documents as assigned by Pastor.
• Type thank you letters for donations to the church.

Organization

• Mass Intentions: schedule and track money; editing bulletin by typing mass intentions weekly. Maintain supply of Mass cards.
• Create new filing systems, processes, and forms as needs arise for archdiocesan files, the Pastor’s files, and the Secretary’s files. Maintain and archive according to Records Retention, Sec. XVI USCCB’s Manual for Priests.
• Prepare and maintain marriage packets in English and in Spanish using current forms from the Archdiocese. Supplement as needed by creating forms. Prepare and maintain filing system for baptisms, marriages, quinceañeras, anniversary blessings, and canceled events. Prepare and maintain information sheets for these events.
• Assist in getting Pastor’s supplies as needed. Order office supplies and serve as backup point of contact for copier service calls and contact the service department to schedule service.
• Liturgical Helps & Assistance
• Represent the Pastor in the production of the annual calendar for the Liturgical Ministry, having a working knowledge of what is appropriate seasonally, liturgically, and at what time. Assist the Liturgical Ministry by providing support information as needed.
• Assist Pastor with liturgical reminders as needed and in the Weekend Portfolio. Helps the DRE, (RICA/RCIA) with maintaining accurate records of children/adults in religious education/faith formation classes

Editing/Writing/Publications – Staff Editor

• Documents/Letters: Review for content and accuracy and edit important documents/letters for pastor or staff as requested/needed. Either make corrections and rewrite or bring to Pastor’s attention for review and action. Ensure the word usage, word flow, and meaning are presented well to the reader. Compose documents as requested by the Pastor, sometimes with little or no direction.
• Business Grammar: Serve as the parish Office resource for proper business grammar, punctuation, word usage, etc.
• Job Descriptions: Serve as main resource for job description composition, organizing, categorizing, and editing for final use by the Pastor and the Parish Staff. Keep up-to-date job descriptions for all staff members and distribute as needed. Conduct a biennial Job Description Review where there is a concentrated effort by each staff member to review, update, correct, and change his/her own job description. After all job descriptions are edited to final form, submit to Pastor for his approval/edits. Update and distribute a complete packet of all staff job descriptions to each staff member.
• Bulletins/Announcements: Edit and Review pulpit announcements as requested. Edit and Serve as main proofreader for the Parish Bulletin with MO Publisher Program, submit it to Pastor for his approval/edits and follow up in coordination with bulletin company printer. Review requests for sponsorship ads for various businesses or charities; bring to Pastor’s attention as needed. Serve as permanent archivist. Maintain Prayer List for publication in Parish Bulletin.
• Bulletin Inserts: Review bulletin insert requests, prioritizing and editing as needed. For inserts outside the realm of a parish group/ministry, review and decide if it’s appropriate to put in the bulletin with Pastor’s approval.
• Signage: Assist in wording/formatting of signage for the church plant.
• Pastoral Council Members: Review and edit for content, accuracy, and grammar; bring important discrepancies to Pastor’s attention. Serve as permanent archivist.
• Microsoft Word-Publisher: Have a working knowledge of both systems. Design flyers, registration forms, binder covers as needed.

Clerical Duties

• ParishSoft: Have a working knowledge of church management system software; prepare reports as needed. Enter data as needed.
• Do reports for Official Catholic Directory both at the Archdiocesan and the national level.
• Obtain Blessings and other documents as assigned by the Pastor.
• Parish Census
• Have a working knowledge of the census module of the church management system.
• Enter all new parishioners with pertinent information into the database.
• Maintain the parish census with updates, changes, and deletions to data.
• Maintain membership data for all parish ministries.
• Update and maintain current list of all envelope users (providing additions, deletions and changes to Our Sunday Visitor or any company for envelopes), handle parishioner inquiries about envelopes.
• Handle all dealing with Our Sunday Visitor or any company for envelopes including the ordering of bulk pew envelopes.
• Prepare new parishioner Welcome Letters for the Pastor’s signature. Prepare Welcome Packets for new parishioners.
• Sacramental & Death Records
• Access to Sacramental Records: Have a working knowledge of the Archdiocesan guidelines, confidentiality requirements, and other procedures for access to sacramental records.
• Record Request: Handle all requests for sacramental records, preparing appropriate documents as needed. Disperse according to Archdiocesan requirements.
• Recording Policies: Maintain a working knowledge of the Archdiocesan Archives policies and some knowledge of canon law in regards to paperwork requirements in sacramental preparation. Have a working knowledge of ParishSoft Sacramental Records; enter records as needed. Enter into the parish database and record Sacraments of Initiation and Marriage, set up filing systems and archive as needed. Send emergency Baptisms to proper parish for recording. As certificate information is entered into the database/registers for First Communions and Confirmations, act as final proofreader. Ensure the proper documents are in the files for Baptism and Marriages.
• Death Records: Enter death records into the parish database.

General

• Help with any other duties assigned by the Pastor.
• Maintain an open door policy, open to listening to everyone’s needs. Work together with each group/ministry to resolve problems and help them succeed in their missions. Consult with the Pastor in resolving issues with particular groups, if necessary.
• Communicate with Pastor directly. As delegated by the Pastor, act in resolving issues with particular groups under this commission. If the issue requires the group to speak directly with Pastor, a meeting will be set up with Pastor and leaders/delegates of group involved.
• Help the ministries that provide care to meet the special needs of parishioners.
• Phone system voice message – standard greetings and holidays.
• Maintains records of property borrowed (keys, equipment, and furniture).
• Assist with bingo and beer licenses when needed.

Physical Demands:

• Filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary, extending arms and reaching files stored in multiple levels on file shelves.

Requirements

Minimum Qualifications:

Education:

• High school Diploma or equivalent
• Associate’s degree preferred

Experience:

• At least four (4) years’ experience of working in an administrative role providing direct support 
• Bilingual in Spanish and English

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.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.