Administrative Assistant

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday – Thursday 9 am – 6pm & Friday 9am - 3pm / 40 hours per week (unpaid lunch)

Reports to: Finance Manager

Full-Time Benefits include:

• Paid Holidays/Holy Days (vary by location)
• 403b Retirement
• 401 (a) Pension Plan
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Summary:

The Administrative Assistant promotes a welcoming atmosphere to parishioners and community members via phone calls and visits to the parish office. Manages and maintains the parish calendar for liturgies, celebrations of sacraments and parish events/meetings. Direct communications appropriately between Pastor, parishioners, vendors and staff. Record and maintain parish sacramental registers and parish database.

Position Responsibilities:

1. Welcoming: Create, promote, and maintain a welcoming atmosphere for staff, parishioners, and visitors so they feel the hospitality of the St. Francis of Assisi community.

2. *Maintain a neat and clean reception area

3. *Greet and assist visitors to the office
4. Answer the phone and receive people in a welcoming manner
5. Direct any calls to the staff in a courteous and professional manner

6. *Accept payment for Masses, sanctuary candles, registrations, etc.

7. Scheduling: Facilitate and schedule the use of parish facilities for the following:

8. Maintain pastor's parish calendar

9. Scheduling of all Masses and maintain the Mass intention book
10. Scheduling of infant baptisms
11. Scheduling of other parish events
12. Schedule priests for Masses, penance services, retreats, etc. as needed
13. Schedule parish facilities, develop and maintain a calendar that identifies the time, date, and name of organization as well as the room schedule for use

14. Coordinates key check-out for use of facilities

15. Communications: Prioritize and direct all communications of parish events and the pastor's correspondence to keep everyone informed of the ongoing activities to build up the community.

16. *Answer parish phones and handle telephone inquiries; direct calls to appropriate personnel in a courteous and professional manner

17. *Take messages when office staff in unavailable to take calls(use voicemail text messaging, or email as much as possible)
18. *Serve as secretary to Pastor
19. *Assist as needed with any communication needs
20. *Notify Pastor and Director of Parish & Family Life of any deaths or hospitalizations of parishioners

21. *Sort and distribute all incoming mail

22. Record: Record and maintain all sacraments received at the parish and update parish census database with this information to enable current and future generations to access accurate information.

23. *Record all sacraments in Church registers in accordance with archdiocesan guidelines and requirements; type and mail certificate and/or notifications to appropriate persons or parishes

24. *Maintain office filing system

25. *Maintain parish death record book

26. Other Responsibilities

27. Attend all staff meetings

28. Perform copy services for parish office and organizations as requested
29. *Prepare correspondence as needed
30. Keep informed of an comply with diocesan and local policies and regulations concerning primary job function
31. Handle walk-in and mail-in receipts; log and secure in accordance with Archdiocesan internal controls and parish procedures
32. Train and supervise qualified front desk volunteers
33. Maintain front desk reference manual with current information
34. Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
35. Other duties as assigned

Other Requirements:

• *Excellent communication and interpersonal skills, with the ability to engage and work with diverse groups of people, including children, adults, volunteers, and parish staff.
• *Assist with service opportunities, Vacation Bible School, Halloween Carnival, All Soul's Day prayer service, Christmas Children's Mass, Good Friday way of the cross, Easter egg hunt, and other events.
• *Strong organizational and time management skills.
• *Ability to work in fast-paced environment.
• Supports and upholds the philosophy of Catholicism and the mission of the parish. Must take opportunities offered to further own Faith Formation. Have self-knowledge and ability tot share the Catholic faith.
• *Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• *Adhering to safety training and protocols and taking precautionary measure to ensure the safety and well-being of self, others.
• *Responsible for protecting the confidentiality of any information or material obtained in the service to the parish.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.
• Essential Functions

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

Knowledge, Skills, and Abilities:

• Bilingual in English and Spanish is required; verbal and written;
• 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.

License and Credentials:

• Reliable transportation
• Valid driver's license
• Valid vehicle insurance

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.