Administrative Assistant

Description

Parish Name: Mary, Star of the Sea Catholic Parish

Location: 7669 Girard Ave, La Jolla, CA 92037

FLSA Status: Non-exempt

Supervised By: Pastor

Hours: Full Time, 40 hours per week

Salary: $25-$30 per hour, based on experience

Position

Start Date:

February 1, 2027 with training Training January 27-28, 2027

The Administrative Assistant plays a central role in the daily operations of the parish office, working in close collaboration with parish office staff and maintaining regular communication and correspondence with the Pastor and Business Manager. The position reports to the Pastor, providing administrative and clerical support to facilitate the efficient day-to-day operation of the parish.

As a welcoming and resourceful presence, the Administrative Assistant serves as a point of connection for parishioners, visitors, and all members of the parish community who come to the office seeking assistance, information, or support. The position requires a professional, approachable, and resourceful individual who demonstrates discretion, sound judgment, and a genuine commitment to serving the parish community with warmth, respect, and care.

• Answer incoming calls, respond to voicemails, and provide general parish and diocesan information, particularly regarding the sacraments.
• Monitor and respond promptly to the Administrative Assistant and general parish email inboxes, ensuring appropriate follow-up.
• Manage the Pastor’s calendar and appointments in Microsoft Calendar.
• Assist parishioners, visitors, and community members with registrations, donor accounts, Mass intentions, sacramental inquiries and certificates, church hours, events, and ministry resources; refer inquiries to the appropriate staff member as needed.
• Maintain sacramental records, including Baptism, First Communion, Confirmation, and Marriage, as well as the death register and all other registers.
• Enter and maintain parish data in Parish Soft and Flocknote.
• Maintain wedding, funeral, and quinceañera preparation files; coordinate details with the Pastor, sacristans, and families.
• Distribute meeting notices, attend staff meetings, and follow up on action items.
• Collaborate with the Stewardship Coordinator, Ministry leaders, and other Staff
• Monitor office supplies and communicate purchasing needs to the Business Manager; monitor and purchase sacristy supplies as needed.
• Maintain organized parish files, office supplies, and the key log; coordinate key distribution and return with authorized ministry and event leaders.
• Open the parish office at the start of the day and ensure it is secured at closing.

• Manage facility-use requests and coordinate with staff, volunteers, and requestors to ensure established procedures are followed from initial request through event completion.
• Maintain approved reservations in scheduling software, ensuring schedules and contact information are accurately reflected on the parish website.
• Distribute event schedules and setup details to staff and coordinate arrangements with the appropriate staff members and requestors.

• Coordinate volunteer coverage for phones and reception during staff training, meetings, and other absences as needed.
• Provide back-up support to Communications staff in preparing and reviewing the weekly bulletin and e-newsletter.
• Prepare correspondence and provide administrative support to the Pastor and other staff members as requested.
• Work closely with the Stewardship Coordinator to stay informed of volunteer staffing needs for ministries, including sacristans, altar servers, lectors, and musicians.

• Assist the Business Manager with recording donations in Parish Soft.
• Provide support to money counter volunteers with questions regarding parish collections and contributions.
• Attend quarterly finance meetings.
• Assist the Business Manager with additional duties as needed.

• Friendly, approachable, and professional demeanor; enjoys working with people and is a practicing Catholic.
• Bilingual proficiency in English and Spanish preferred.
• Availability to work Monday through Friday, from 7:30 a.m. to 4:00 p.m., based on current office hours.
• Ability to handle difficult situations, complaints, and unforeseen challenges with professionalism and sound judgment.
• Demonstrates discretion and maintains confidentiality.
• Bachelor’s degree in business administration preferred.
• Marketing…