Administrative Asst

Administrative Assistant

Position: Administrative Assistant

Date Revised: March 1, 2024

Reports to: Pastor

Location: St. George Catholic Church

• General Position Summary: The Executive Assistant will be responsible for providing administrative, and clerical support to the Pastor and other church staff. The ideal candidate will be a self-starter with a heart to serve the community. Service oriented; actively looks for ways to help people. Is high energy, friendly and engaging. Excellent organizational and interpersonal skills, customer service, the ability to multitask, and a vibrant Faith life. They will have a strong working knowledge of Microsoft Word, Excel, and PowerPoint. They will also be responsible for maintaining the church calendar, ordering supplies, communicating effectively with parish groups/volunteers/vendors, and coordinating church events.

Principal Accountabilities:

• Assist the Pastor with administrative tasks, including but not limited to: preparing correspondence, scheduling appointments, maintaining records.
• Help plan and execute liturgies and other church events, such as funerals, weddings, and retreats.
• Act as “point person” for inquiries on parish business and administrative matters, making appropriate referrals as needed.
• Collaborates closely with the Pastor, under his supervision, and with other members of the parish staff.
• Collaborates in the overall process of parish administration, including needs assessment, pastoral planning, decision-making, implementation, financial management, building maintenance, etc.
• Responds in a professional and courteous manner to escalated parishioner concerns to reach an effective resolution. This may entail coordinating with and working through other ministries to resolve the concern. Responsible for the master calendar for the Parish, parish hall, and all meeting rooms for all masses and parish activities with staff, organizations, parishioners, diocese, and any outside group.
• Types reports, memos, letters, and other documents using Microsoft word software. Answers phone calls and direct calls to appropriate parties or takes messages.
• Return all internal and external calls, emails and facsimiles in a timely manner to ensure that parishioner and peers concerns are understood, addressed and resolved in an efficient and complete manner as possible.
• Responsible for all other projects, tasks, etc., as assigned by the Pastor.

Typical Decisions and/or Recommendations Made in This Position:

• Employee is expected to take initiative and make assertive decisions based on the Mission and Vision of the parishes and direction from the Pastor.

Internal Contacts:

• Pastor
• Office Staff
• Parishioners, parish volunteers, and parish groups and ministry.

Working Conditions and/or Physical Requirements:

• Able to sit and perform computer work for lengthy periods of time.
• Significant amount of time regularly spent answering and speaking on the telephone and corresponding via email internally and externally.
• General office environment with regular business hours. Evening, weekend, and holiday work may be required. Must be available for emergency calls from the Answering Service as a backup to the Pastor.

Required Skills and Qualifications:

• Active member, in good standing, of a Catholic parish community.
• Bilingual English/Spanish proficiency.
• Successful administrative/secretarial experience. Experience with administrative and support services in a Catholic Church setting is preferred.
• Flexible schedule and willingness to work evenings and weekends as needed.

• Grasps concepts quickly and has good follow through skills; adheres to work schedule and follows through on challenges as they arise; maintains a positive outlook.
• Motivated self-starter, with ability to work both independently and with a team, schedule and produce work in a timely manner. Strong work ethic and strives to achieve all goals.
• Proficient and professional in both oral and written communication in English and Spanish.
• Ability to communicate in a pleasant and effective manner both internally and externally. Strong active listening skills; gives full attention to what other people are saying, taking time to understand the points being made, asking questions when appropriate, and letting others fully state their ideas.

• Ability to maintain the highest degree of confidentiality.
• Exceptional accuracy and attention to detail.
• Highly organized and efficient.
• Good organization and time management skills and the ability to set priorities and accomplish objectives to meet deadlines in a fast-paced, highly structured environment.
• Knowledge and experience working with a variety of computer programs, including but not limited to: Microsoft Word, Excel, Publisher, Outlook, and PowerPoint.

Preferred Skills and Qualifications:

• 3+ years experience working in a Catholic Church or organization.
• Experience forming/leading small groups or Bible studies.
• Working knowledge of social media and media management
• Experience with website design and maintenance.
• Working knowledge of graphic design software such as Canva.
• Conflict resolution and mediation experience.

• Ability to foster a positive helpful attitude with others while maintaining a positive working relationship between peers. Ability to model and promote ethical behavior.
• Effective problem-solving skills.