Youth Ministry Assistant

Description

Under direct supervision of the Campus Director of Evangelization & Discipleship, the administrative assistant/youth ministry performs parish-based duties associated with youth ministry department and provides organization, coordination, and guidance to the Youth Ministry Team. The administrative assistant / Youth Ministry operates at a complex clerical capacity and coordinates schedules and meetings, creates complex documents and reports, maintains filing systems, maintains the youth ministry register and sacramental registers for the parish, maintains and processes payments for classes, trips, and associated activities, as well as provide general office support.

Also play an integral part in all Youth Ministry trips and retreats, including being present at these events. May act as bilingual contact, may provide support to parish staff. Job duties vary by assignment.

Requirements

• Perform administrative duties as assigned by the Campus Director for Evangelization & Discipleship (CDED) with minimal direction; may provide support for other departments as needed.
• Schedules and arranges meetings and appointments; drafts and type business correspondence; organizes department meetings & classes; takes meeting minutes, and answers and screens telephone calls; assists staff, visitors and others.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing the parish & department in a positive light.
• Coordinate and schedule meetings, meeting rooms, and required equipment for internal meetings and those with other departments, plus with families in the faith formation/youth ministry/sacramental preparation participants.
• Develops and maintains effective records and information management systems, including a current and accurate filing system, sacramental records for the parish, student files and family records, and others as needed by the department.
• Completes requests by answering or referring inquiries via the telephone; greets visitors; refers calls to appropriate person, entity, or outside agencies.
• Assists in the activities with other receptionist/administrative staff in the parish for telephone coverage, vacation coverage, daily break and lunch coverage, and distribution of clerical workload; may participate in meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.
• Responsible for organizing and utilizing volunteer services for the department and with the director of music & liturgy.
• Ensures that the department leaders and appropriate personnel are apprised of developments and situations, exercising good judgment, and ensuring confidentiality is maintained in all areas of responsibility.
• Professionally communicates and interacts with staff members, management team, volunteers, and diocesan officials.
• Maintains “customer” confidence and protects operations by keeping information confidential.
• Writes and prepares reports by collecting information and data.
• Prepares PowerPoint computer presentations for outlines or notes.
• Attends required meetings and gatherings.
• Contributes to team effort by accomplishing related results as needed.
• Continually monitors timeliness to achieve timely completion of all jobs.
• Performs all other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent supplemented by two (2) or more years of previous progressively responsible experience in an office environment. Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.

• A high level of organizational and interpersonal skill is required.

Ability to apply basic mathematical concepts such as adding, dividing, and…