Part Time Parish Administrative Assistant

Part Time Parish Administrative Assistant

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$18.00/hr – $18.00/hr

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Parish:
St. Mary Catholic Church

Location:

1170 S. Broadway, Escondido, CA 92025

Reports to:

Pastor

Employment Type:

Part Time – afternoons; 1:45 pm to 5 pm (and some full days due to meetings, retreats, other parish events)
FLSA Status:
Non-Exempt
Salary: $18/hr.

The Parish Office Administrative Assistant coordinates all aspects of the Parish Office in a professional and confidential manner. This includes maintaining calendars, answering phones, communicating effectively with ministries, volunteers and visitors, and assisting in the smooth and efficient operation of the parish office. The administrative assistant provides administrative support to the Pastor, Associate Pastor and Business Manager.

• Organize and schedule appointments for the pastor and his associate
• Maintain the liturgical and central calendars for the parish, in collaboration with the pastor
• Assist in resolving marriage issues for processing of weddings, license issues, annulments, as directed by the pastor
• Prepare, maintain and/or direct pastor's meeting agendas, phone communication requests, meetings and appointments as well as written communication and filing systems
• Verify all scheduled meetings and/or appointments for the pastor with him at least one week prior to the scheduled meeting/appointment with printed calendar and verbal reminders (prepared by 10 am Thursday – weekly – for review)
• Meet daily with the pastor to review schedule and priorities
• Communicate with emails, correspondence memos, letters, faxes and forms to and for the pastor
• Assist the director of parish services and the pastor with preparation and set up for Advent and Lenten Penance Services – twice yearly
• Send reminders, when necessary, to sacristans, altar servers, musicians, ushers by phone messages, emails, or written memos
• Point of contact for the Pastor with 50+ church ministries for needs and/or requests, follows up with those ministries for the pastor for all communication, information, meeting dates, reminders of meetings, and clarifications as needed
• Organize and/or attend designated meetings and be available to take notes or minutes, when requested
• Deliver calendar (general/master) to bulletin editor weekly and insure bulletins are delivered to the church before the end of the day on Friday
• Track church relics and overseer/schedule on calendar
• Direct all sick calls and hospital calls to the clergy
• Update the parish calendar of monthly meetings with key leadership
• Other duties as assigned or requested by the pastor or the director of Administration

• Minimum three years of experience in an office setting
• Bilingual English / Spanish required
• Excellent organizational and interpersonal communication skills to effectively interact with parishioners, visitors, volunteers and vendors
• Must have initiative to work efficiently without constant supervision and direction
• Must demonstrate excellent written/verbal interpersonal communications and problem‑solving skills
• Friendly with excellent people skills
• Advanced computer skills, including Microsoft Office Suite
• Ability to meet deadlines; effective time management
• Excellent team member
• Active member of a Catholic faith community
• Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church

While performing the duties of this job, the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish facility to attend meetings and other work‑related events. The employee may be required to conduct trips to, from, and within various city and county‑wide locations to attend meetings or events.

The employee must occasionally lift and/or move up to 15 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary Catholic Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.