Administrative Assistant

Employment Status
:
Full-Time

FLSA Status
:
Non-Exempt (Hourly)

Schedule
:
Monday – Thursday 9 am – 6pm & Friday 9am - 3pm / 40 hours per week (unpaid lunch)

Reports to
:
Finance Manager

Full-Time Benefits 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

Summary
:
The Administrative Assistant promotes a welcoming atmosphere to parishioners and community members via phone calls and visits to the parish office. Manages and maintains the parish calendar for liturgies, celebrations of sacraments and parish events/meetings. Direct communications appropriately between Pastor, parishioners, vendors and staff. Record and maintain parish sacramental registers and parish database.

1. Welcoming:
Create, promote, and maintain a welcoming atmosphere for staff, parishioners, and visitors so they feel the hospitality of the St. Francis of Assisi community.

• Maintain a neat and clean reception area
• Greet and assist visitors to the office
• Answer the phone and receive people in a welcoming manner
• Direct any calls to the staff in a courteous and professional manner
• Accept payment for Masses, sanctuary candles, registrations, etc.

2. Scheduling:
Facilitate and schedule the use of parish facilities for the following:

• Maintain pastor’s parish calendar
• Scheduling of all Masses and maintain the Mass intention book
• Scheduling of infant baptisms
• Scheduling of other parish events
• Schedule priests for Masses, penance services, retreats, etc. as needed
• Schedule parish facilities, develop and maintain a calendar that identifies the time, date, and name of organization as well as the room schedule for use
• Coordinate key check-out for use of facilities

3. Communications:
Prioritize and direct all communications of parish events and the pastor’s correspondence to keep everyone informed of the ongoing activities to build up the community.

• Answer parish phones and handle telephone inquiries; direct calls to appropriate personnel in a courteous and professional manner
• Take messages when office staff unavailable to take calls (use voicemail text messaging, or email as much as possible)
• Serve as secretary to Pastor
• Assist as needed with any communication needs
• Notify Pastor and Director of Parish & Family Life of any deaths or hospitalizations of parishioners
• Sort and distribute all incoming mail

4. Record:
Record and maintain all sacraments received at the parish and update parish census database with this information to enable current and future generations to access accurate information.

• Record all sacraments in Church registers in accordance with archdiocesan guidelines and requirements; type and mail certificate and/or notifications to appropriate persons or parishes
• Maintain office filing system
• Maintain parish death record book

5. Other Responsibilities

• Attend all staff meetings
• Perform copy services for parish office and organizations as requested
• Prepare correspondence as needed
• Keep informed of and comply with diocesan and local policies and regulations concerning primary job function
• Handle walk-in and mail-in receipts; log and secure in accordance with Archdiocesan internal controls and parish procedures
• Train and supervise qualified front desk volunteers
• Maintain front desk reference manual with current information
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Other duties as assigned

• Excellent communication and interpersonal skills, with the ability to engage and work with diverse groups of people, including children, adults, volunteers, and parish staff.
• Assist with service opportunities, Vacation Bible School, Halloween Carnival, All Soul’s Day prayer service, Christmas Children’s Mass, Good Friday way of the cross, Easter egg hunt, and other events.
• Strong organizational and time management skills.
• Ability to work in fast-paced environment.
• Supports and upholds the philosophy of Catholicism and the mission of the…