Administrative Assistant

1 week ago

Hyattsville, United States Archdiocese of Washington Full time

St. Mark the Evangelist Church in Hyattsville Maryland is seeking a part-time Parish Administrative Assistant.

Responsible for providing secretarial and related office services for members of the parish and various other committees and boards. Keep the Web page of the Parish and assist the Youth Group as asked by the Pastor. Assist the Pastor in his archdiocesan duties as Chaplain of the Hispanic Charismatic Community.

* Administrative Responsibilities:
* Performs clerical, secretarial and administrative duties for the pastor and other designated staff. Receives and places telephone calls, schedules appointments, types/enters into words processing written communications and processes mail. Greets and refers visitors to the appropriate ministers, services or agencies. Prepares bulk mailings as needed.
* Establishes office record-keeping and filing systems. Maintains schedule of office hours for staff. Attends staff meetings and other meetings as requested.
* Schedules parish facilities. Develops and maintains a calendar that identifies the time, date, name of organization as well as room schedule to use. Submits, weekly, to the pastor & staff "events of the week, with dates, times & locations. Coordinates the use of keys for facilities.
* Oversees the timely opening and secure closing of the office each day. Ensures that all machines are off, answering service is on, windows and doors are locked and all appropriate lights and heat are off.
* Oversees an inventory of office supplies. Monitors the maintenance contracts for the various office machines.
* Coordinates volunteer programs and may supervise volunteers as needed for office and other parish projects.
* Properly stocks and places the weekly papers, Catholic Standard and El Pregonero; discarding the remaining previous weekly issues.
* Discards all old bulletins, on Friday, in preparation of a new week.
* Insures all envelopes and supplies are appropriately marked and ready, in preparation for distribution in pews for the appropriate weekend offertory.
* Insures any packages, with a designated recipient, is given to the recipient (immediately upon receipt) and/or contacts the recipient to inform them a package is in the front office or in their mailbox.
* Insures copier is fully stocked, at the close of each day.
* Coordinates with Administrative Manager and Pastor purchases for parish and rectory.
* Up date the Parish Web Site as needed.
* Responsibilities for Parish Activities:
* Prepares and produces the weekly bulletin. Gathers and edits the content and layout of the bulletin and completes the bulletin in time for final printing.
* Assists the Business Manager with census record updates on a regular basis.
* Assists in the maintenance of the parish offering envelope system by updating data on a regular basis and posting contributions on a weekly basis and mailing annual contribution statements.
* Provides assistance to priests and DRE with information about calls for weddings and funerals and contacts appropriate persons involved.
* Provides assistance to persons in need that come to the parish. Provides charitable assistance supported by the parish and/or through referring persons to appropriate charitable or social agencies/organizations.
* Participates in the outreach and welcoming ministry. Assists in sending letters to new parishioners inviting them to register and welcomes them when they do.
* Checks the vestibule, daily, to insure cleanliness and order.
* Checks the sacristy safe, daily, to insure an ample supply of host and wine; also to check inventory for ordering (if necessary) prior to scheduled delivery.
* Prepares all readings for special liturgies (e.i. wedding anniversaries, quinceañeras, memorial masses and others as needed).

NECESSARY QUALIFICATIONS

* Active member of a Roman Catholic parish faith community.
* High School graduate or equivalent
* Experience in organizing parish events.
* Typing and/or word processing of 50 wpm.
* Demonstrated ability to set priorities and organize work effectively and efficiently including developing and maintain effective record-keeping systems.
* Ability to compose correspondence, minutes and/or reports.
* Ability to represent the parish/ to those who call, write or visit.
* Ability to honor and maintain confidentiality.
* Some supervisory and office management experience preferred.

Please forward your resume and letter of interest to: rjcortesc@msn.com

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