Administrative Assistant

Description

Employment Status
:
Full-Time*

FLSA Status: Non-Exempt/Hourly

Schedule
:
Monday – Friday 8:00 am – 5pm (60 min unpaid lunch) 40 hours per week

Reports to: Director of Operations

* Full-Time Benefits may include:

• Paid Holidays/Holy Days (vary by location)
• 403b Retirement
• 401 (a) Pension Plan
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Benefits may vary based on employment status and location

The Administrative Assistant is responsible for a variety of clerical and administrative tasks, including receiving telephone calls and routing them to the appropriate office personnel, responding to emails, interfacing with parishioners and guests to the Church.

• Serves as the receptionist for parish. Answers and transfers phone calls, screening when necessary.
• Receives and responds to email and voicemail messages daily and forwards them to the appropriate office personnel.
• Gather information for priest notes for the weekend masses and send to Parish Staff and the Sacristans.
• Maintains the filing system of mass requests, sacramental records, and funeral files.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies including proper storage, inventory, and ordering.
• Responsible for protecting the confidentiality of any information or material obtained in the service of the parish to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Ability to be attentive to the needs of internal and external customers and able to find resolution within the parameters of set standards and messaging in a positive manner.
• Prepares Eucharist and Confirmation Sacrament certificates.
• Records Communion and Confirmation information in Sacrament register and Parish database.
• Prepares letters of notification of Eucharist and Confirmation to be sent to church of Baptism.
• Maintains confidentiality of any information or material obtained to include, but not limited to parishioners’ names and information, services rendered to parishioners, donor names and gifts and financial information.
• Monitors Virtus database, prepares reports for Parish leaders as required.
• Attends meetings as scheduled.

• High school Diploma or equivalent
• Associate’s degree preferred

• At least four (4) years’ experience of working in an administrative role providing direct support
• Bilingual in Spanish and English

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

• Fully initiated and practicing Catholic.
• High school Diploma or equivalent
• At least four (4) years’ experience of working in an administrative role providing direct support.
• Experience with computer software and Microsoft Office and Apple Applications.
• Must be detail oriented, organized, self-motivated, work well independently.
• Must have good written and verbal skills.
• Bilingual in Spanish and English.
• Must have good critical thinking and problem-solving skills.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.