Administrative Assistant

3 weeks ago

Green Bay, Wisconsin, United States Diocese of Green Bay Full time
Administrative Assistant Position - Quad Parishes

Join our welcoming team at the Quad Parishes of the Catholic Diocese of Green Bay We are seeking a dedicated Administrative Assistant to serve as the friendly face of our parish, acting as a positive disciple and ambassador. This role involves overseeing office operations and acting as a liaison between the Parish Administrator, Finance Council, and Pastoral Council.

Key Responsibilities

Front Desk Reception & Administration:
  • Serve as the main receptionist, greeting all guests warmly and professionally.
  • Ensure front desk coverage and arrange backups as needed.
  • Communicate promptly and courteously with visitors and parish staff.
  • Manage incoming and outgoing mail; assist with parish mailings.
Parishioner Support & Records Management:
  • Register new parishioners and connect them with ministry leaders.
  • Schedule Mass intentions and sanctuary candles for the Quad Parishes.
  • Send parishioner updates to Diocesan offices; manage data using CHMS (formerly Gabriel).
  • File correspondence, reports, minutes, and important documents.
Communication & Media Management:
  • Prepare and publish the weekly bulletin; assist with graphic design for parish publications.
  • Manage the parish website and social media pages.
Office Operations & Administrative Support:
  • Maintain parish calendars for church services, facilities, and staff schedules.
  • Coordinate parish rentals, handling scheduling and necessary documentation.
  • Provide administrative support to the Parish Administrator and parish staff.
  • Assist with budget preparation and reporting; act as liaison for the Finance and Pastoral Councils.
  • Prepare annual reports for parishioners and the Diocese.
  • Manage office supplies and inventory.
  • Perform end-of-day duties, ensuring the office is secure.
  • Perform any other duties as assigned.
Qualifications

Education & Experience:
  • Minimum high school diploma or equivalent.
  • Experience with Microsoft Office Suite and general office equipment.
  • Background in office operations and administrative support.
  • Spanish-speaking ability is an added advantage.
Skills & Abilities:
  • Excellent written and verbal communication skills.
  • Professional interpersonal skills, including active listening.
  • Proficient computer skills; familiarity with social media platforms is a plus.
  • Strong organizational skills and attention to detail.
  • Ability to multitask and manage time effectively.
  • Warm and welcoming demeanor; ability to create a hospitable atmosphere.
  • Ability to maintain confidentiality.
  • Comfortable interacting with a diverse group of people.
Mission & Vision Alignment
  • Embrace the mission and vision of the Catholic Diocese of Green Bay.
  • Work in accordance with Catholic Social Teachings and the moral and ethical values of the Catholic Church.
  • Participate in retreats, seminars, and group discussions where faith is discussed.
Physical & Working Conditions
  • Ability to lift objects up to 20 pounds.
  • Tasks may involve sitting, standing, climbing stairs, and using office equipment.
  • Work is performed in an office environment with substantial interaction with employees and visitors.
Supervision
  • Report directly to the Parish Administrator or Parochial Vicar.
  • Ability to work independently, accomplish assigned tasks, and meet deadlines.
Why Join Us?
  • Be part of a nurturing community that values growth and discipleship.
  • Opportunity to make a meaningful impact within the parish.
  • Engage in diverse responsibilities that keep each day fulfilling.
Benefits

Job Type: Full-time

Expected Hours: 32 per week

Pay Grade: Competitive pay grade reflective of the level of responsibility and expertise required as well as aligned with industry standards.

Benefits Include:
  • Health insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan
  • Paid time off
Schedule:
  • Day shift
  • Work Location: In person at the Quad Parishes Office at Annunciation parish.
To Apply: Please submit your resume and a brief cover letter explaining your interest in the position to office@quad-parish.org before 15th of February.

Bring your talents to the Quad Parishes, where you can grow professionally and spiritually while making a difference in the lives of others

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