Operations and Finance Administrative Assistant

4 weeks ago

Temple, United States St. Helen Catholic Church Full time

Ministerial Character Catholic Parishes and Schools in the Diocese of Austin are canonically obedient to the Bishop and assist him in fulfilling his ministry and canonical obligations. Pastors serve as leaders of the schools to make Christ's mission present and enduring in the schools. In order to fulfill Christ's mission, Pastors employ suitable, chosen collaborators, sharing with them Christ's mission and entrusting to them various responsibilities.

Positions employed in this Parish help extend the ministry of the Pastor in particular ways as outlined in the job description. The employee in this position is closely connected to and assists the Pastor in the performance of their ministry and, therefore, engages in ministry for the Church.

Job Summary

The Operations and Finance Administrative Assistant (OFAA) fulfills the mission of the Catholic parish and school by providing general organizational support within the framework of the parish's philosophy, organization, and policies. The OFAA primarily serves as the assistant to the Parish Bookkeeper by supporting the administrative needs of the Bookkeeper. In addition, the OFAA offers operational support to the parish and school. The Administrative Assistant has decision making responsibilities within essential job functions, in keeping with Parish and School policies. The position is hired and evaluated by the Pastor in consultation with the Principal and Bookkeeper. This person is supervised by the Bookkeeper

Essential Duties

* Supports and upholds the philosophy of Catholic education and the mission of the school.
* Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
* Finance and Bookkeeping Responsibilities:
* Takes receipts of money for school accounts.
* Counts and prepares deposits of cash brought in for payments to school accounts. Separates Checks and Cash. Receipts made out for payments brought into office. Designates money for each account according to its purpose.
* Processes invoices for payment by securing backup receipts for credit card transactions.


* At the Bookkeeper's direction:
* Makes and maintains FACTS entries for all school accounts.
* Works with bookkeeper to develop and maintain the FACTS Advanced Accounting System
* Proactively reaches out to school families if they are behind on their accounts to work toward full payment.
* Billing, payments, and volunteers for field trips.
* Billing for cafeteria
* Billing for other incidentals (Falcon Care, planners, and spirit wear)


* Supports the Bookkeeper in the preparation of documents, reports, and correspondence
* Supports the Bookkeeper in their work with the Pastor, School, Principal, personnel, facilities, vendors, and volunteers
* Provides comprehensive secretarial duties parish and school finance office
* Maintains current and accurate records related to school finances


* Serves as the EIM Coordinator for the Parish and School
* Serves Backup for Parish Administrative Assistant's duties.
* Reception of visitors to the parish office
* Occasionally opens and secure buildings on campus.
* Offers occasional administrative support the pastor and principal as requested


* Supports and adheres to the Code of Conduct and policies and procedures of the parish, school and Diocese.
* Maintains confidentiality regarding parish and school matters
* Meets staff development guidelines as set forth by the Diocese/local administration
* Demonstrates professionalism in conduct, demeanor, and work habits
* Maintains a work schedule that maximizes availability to the school, students and staff
* Serves as a professional representative of the parish and school community.
* Communicates effectively with those in the school community
* Collaborates with peers to enhance the work environment and support organizational planning

Knowledge, Skills, and Abilities

* Knowledge of the basic teachings of the Catholic Church
* Knowledge of or ability to learn and effectively use FACTS
* Knowledge of Microsoft Office applications
* Knowledge of use of office equipment
* Able to communicate effectively in both written and verbal form
* Able to work well with others in the school community
* Skill in handling multiple tasks simultaneously
* Skill in organizing and relating information in an understandable format
* Skill in job appropriate technology
* Skill in critical thinking and planning

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