Administrative Asst

General Position Summary

The Safe Environment Coordinator & Administrative Assistant provides vital support to the parish office by ensuring compliance with diocesan Safe Environment policies while also assisting the Pastor, Business Manager, and parish staff with day-to-day administrative duties.

This position requires a high level of discretion, confidentiality, and sensitivity, as it involves handling confidential records, compliance documents, and sensitive communication. The coordinator ensures all parish employees and volunteers meet diocesan Safe Environment requirements and provides general administrative support for the smooth operation of the parish office.

Principal Accountabilities

Safe Environment Responsibilities

• Administer all aspects of the parish Safe Environment program in accordance with diocesan policies.
• Coordinate and track background checks, required trainings, and certifications for staff and volunteers.
• Maintain accurate and secure Safe Environment compliance records and prepare materials for audits.
• Communicate with parish staff and volunteers regarding compliance requirements and training sessions.
• Handle all Safe Environment matters with utmost confidentiality and professionalism.

Administrative Support Responsibilities

• Provide direct administrative assistance to the Pastor, Business Manager, and parish office staff.
• Support office operations by answering phones, greeting visitors, handling correspondence, and maintaining files.
• Assist with scheduling, meeting preparation, and record-keeping.
• Prepare reports, forms, and parish communications as needed.
• Maintain parish databases and assist with sacramental or parish records as assigned.
• Collaborate with staff and volunteers to ensure efficient office operations.

Record Retention & Documentation

• Maintain secure and organized files for Safe Environment compliance and parish administrative needs.
• Ensure confidential documents are handled with care and in accordance with diocesan policies.
• Keep both digital and physical records current and audit-ready.

Internal Contacts

• Pastor, Business Manager, parish secretary, and parish staff.

External Contacts

• Diocesan Safe Environment Office, vendors, auditors, and parish volunteers.

Working Conditions & Requirements

• Office setting with regular computer and phone work.
• Ability to sit, type, and manage files for extended periods.
• Must be able to lift up to 35 pounds.
• Ability to handle frequent interruptions while staying focused.
• Some evening or weekend work may be required.
• Occasional travel to diocesan meetings or trainings.

Education & Experience Preferred

• High school diploma / GED required;
  Associate's degree preferred.
• Administrative/office experience required.
• Experience with compliance programs or record-keeping preferred.
• Practicing Catholic in good standing with the Church.
• Must successfully complete diocesan Safe Environment training, background, and credit checks.

Knowledge, Skills, and Abilities

• Strong commitment to confidentiality and discretion.
• Excellent organizational and communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Competence in Microsoft Word, Excel, Outlook, and database management.
• Ability to work independently and as part of a team.
• Flexible and adaptable to the needs of a busy parish office.
• Bilingual (Spanish/English) highly desirable.

FLSA Designation: Non-Exempt Part-Time, 20 hours per week