Office clerk/secretary st. ignatius parish Job El Paso area,Texas USA,Administrative/Clerical

Job Summary

Provides comprehensive administrative and clerical support to ensure office operations run efficiently. They are responsible for managing communications (answering phones/emails), coordinating schedules and meetings, greeting visitors, and maintaining files and records. Acting as the first point of contact for any organization, they play a crucial role in managing daily workflow and supporting team productivity.

Supervisor

Pastor

Duties & Responsibilities

Welcome and greet people, screen telephone calls, visitors, and incoming correspondence.

Compose correspondence on own initiative about administrative matters and general office policies for Pastor’s approval based on knowledge of the ministry goals.

Determine which requests should be managed by the Pastor, appropriate staff member, or other ministries.

Control mail and ensure timely staff response. Prepare statements to be paid.

Prepare and/or send routine form letters.

Anticipate and prepare materials needed by the Pastor or supervisor for conferences/meetings correspondence, telephone calls, etc. and inform Pastor/Supervisor on matters to be considered.

Attend meetings, if requested prepare agendas and records and report on the meeting proceedings.

Read publications, regulations, and directives and take actions or refer those that are important to the Pastor and staff. Review outgoing materials and correspondence for internal consistency and conformance with the ministry’s procedures.

Prepare special or one-time reports, summaries, certificates, requests, wedding files, funerals, post weekly collection envelopes in a timely manner, and weekly bulletin. Update files, contracts, and work closely with person in charge of Funeral Services, Hall Rentals.

Requisition supplies, printing, maintenance, and other services. Communicate with staff on purchases.

Establish and maintain office files and secure files.

Perform Word and Excel spreadsheets, Canva, and data processing of minutes, memos, agendas, current mailing lists, and other documents for the Ministry, only if invited to the meeting.

Participate in staff retreats and continuing education.

People skills, great customer service, good at working with money, trustworthy.

Other duties as assigned.

Qualifications

Comprehensive knowledge of modern office practices.
Knowledge, skills and experience in personal computers, word processors, and Microsoft applications such as Word, Excel, PowerPoint, Publication and Canva. Proficient typing skills at 45 wpm.
Five years of work experience in general office procedures and practices.
Ability to communicate effectively both orally and in writing in a professional manner.
Ability to work with and appropriately handle confidential information.
Ability to deal with the public in a professional, courteous, and tactful manner.
Bilingual English/Spanish.
High school diploma and some college.
Must have the ability to maintain confidentiality in all matters.

Working Conditions

Schedule of hours Monday through Friday
Prior Management approval on overtime is required.

Additional Information

Employee understands that they will be an example to the community by maintaining good standing in the Catholic Church through adherence to the laws of the Church and by practicing the Faith by living a sacramental, moral Catholic life including regular Mass attendance.

Because all Diocesan employees represent the Roman Catholic Church, they are expected to conduct themselves in accordance with the goals and missions of the Church in performing their work. This entails actively supporting the philosophy and goals of the Church; participating in Church activities including attending services and encouraging others to do so.

NOTE:

The Diocese of El Paso adheres to the Charter for the Protection of Children and Young People of the United States Conference of Catholic Bishops and the Safeguard the Children, VIRTUS, and related programs of the Diocese. As such, prospective employees are required to complete VIRTUS training, fingerprinting and a background check before employment.

Catholic Diocese of El Paso
499 St. Matthews St
El Paso, TX 79907
Phone:
Fax:
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Office clerk​/secretary st. ignatius parish

Office clerk/secretary st. ignatius parish