Administrative Assistant

Irvine, CA

St. Elizabeth Ann Seton Church, Irvine, CA

POSITION TITLE:

ADMINISTRATIVE ASSISTANT

JOB CLASSIFICATION: NON-EXEMPT (PART-TIME)

DEPARTMENT/PROGRAM: ADMINISTRATION

REPORTS TO:

BUSINESS MANAGER

SCHEDULE:

Approximately 20-28 hours per week
- Monday to Friday, during regular office hours. Weekend availability as needed.

PAY RANGE: $20.00 to $22.00 per hour

Based on experience, education, and qualifications.

The Administrative Assistant serves as the first point of contact for parishioners, visitors, clergy, and vendors while providing administrative, financial, and operational support for the daily activities of the parish.

Working closely with the Pastor, Business Manager, Finance Manager, parish staff, volunteers, and visitors, the Administrative Assistant assists with front office operations, sacramental recordkeeping, parish database management, basic accounting support, and other administrative functions in support of the parish’s mission.

• Greet clergy, parishioners, visitors, vendors, and volunteers in a courteous, hospitable, and professional matter.
• Answer and direct incoming phone calls, filter inquiries, take messages, and provide information regarding parish programs, ministries, liturgies, and events.
• Schedule appointments and notify staff of visitor arrivals.
• Maintain a clean, organized, and welcoming reception area.
• Receive, sort, and distribute incoming mail, packages, and parish correspondence.
• Prepare correspondence, mailings, reports, forms, and other administrative documents.
• Process Mass intention requests, sacramental requests, house blessing requests, and other parish service requests.
• Maintain parishioner sacramental records, ensure records are accurate and current, and prepare sacramental certificates following the reception of the sacraments.
• Maintain database records and perform routine data entry to ensure accurate information.
• Assist with accounts payable data entry, income deposit recording, and other basic accounting instructions as directed.
• Maintain records and administrative files in compliance with diocesan and parish policies and procedures.
• Assist Pastor, parish staff, and ministries with administrative support as directed.
• Maintains compliance with diocesan Safe Environment policies and procedures.
• Performs other duties as assigned.

• High school diploma or equivalent required.
• Demonstrated excellent customer service and communications skills.
• Intermediate proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
• Strong interpersonal, organizational, and communication skills.
• Ability to meet multiple programs and deadlines.
• Ability to work and respond with a positive attitude under
• Ability to work collaboratively with parish staff, ministries, and volunteers.
• Ability to communicate effectively and articulate.
• Goes above and beyond to provide excellent customer
• Timely completion of assignments and ability to
• Extremely accurate, detail-oriented, and quick
• Effective oral and written communication and problem-solving
• Takes initiative to learn and develop
• Proactive and
• Pleasant, professional, organized.
• High degree of commitment and adherence to
• Strict standard of confidentiality and
• Commitment to the mission of the Catholic Church.

• Practicing Roman Catholic.
• Church or non-profit experience.
• Associate degree or equivalent experience in business administration, accounting or related field preferred.
• Minimum two years of experience working in customer service or as a receptionist.
• Experience with accounting and bookkeeping.
• Bi-Lingual (English/Spanish)

• The position primarily involves work in an office setting within the parish premises, requiring frequent use of office equipment such as computers, keyboard, telephones, printers, credit card swipe, postage machine, and filing systems.
• Occasional evening and weekend work is required to accommodate administrative needs and special parish or diocesan events.
• Must be available to adjust the schedule as needed to meet the needs of the parish.
• Frequent interaction with clergy, parish staff, volunteers, parishioners, and visitors in a professional and faith-based environment.
• Some local travel may be required for parish meetings or special events.

• Ability to remain seated for extended periods while performing administrative tasks.
• Frequent walking, standing, and moving around the parish campus to support programs and events.
• Ability to lift and carry items up to 30 pounds, such as office materials, supplies, and parish setups.
• Manual dexterity required for operating office equipment, creating materials, and managing paperwork.
• Visual and auditory ability to communicate effectively with clergy, staff, volunteers, parishioners, and visitors in person, by phone, or electronic communication.
• Must be able to set up and dismantle chairs, tables, displays, and other equipment needed for administrative programs and parish activities as required.