Administrative Assistant

Description

• 403b Retirement
• Employee Assistance Program

• Serve as first point of welcome to those contacting the Parish Office in person, by telephone or through email. Field phone calls and emails to appropriate positions.
• Take out and collect mail when it is needed; give mail to Pastor or his delegate for processing.
• Maintain utmost discretion and confidentiality for the Pastor and the personal matters dealt with on a daily basis; be able to multitask almost constantly
• Have a working knowledge of the administrative duties pertaining to the Pastor in order to deal with church and pastoral business. Execute actions as directed by Pastor; assist Parish Staff with needed information.
• Screen phone calls, fielding to self and others as is appropriate in order to free the Pastor from unnecessary phone calls.
• Serve as escalation point on matters unfamiliar to the other staff members.
• Keeps records of hall rentals – taking payments, writing receipts, making sure the bookkeeper and counters receive copies, submit check request for deposit reimbursement when necessary; maintain calendar of rentals
• Provides assistance to persons in need that come to parish, through referring persons to appropriate charitable or social agencies/organizations.

• Pastor will review and route mail as he sees fit. Process, highlight pertinent information, and execute actions as directed by Pastor or do so undirected. File accordingly.
• Respond to correspondence as needed often creating letter and other documents for Pastor’s signature; handle routine correspondence independently and other documents as assigned by Pastor.
• Type thank you letters for donations to the church.

• Mass Intentions: schedule and track money; editing bulletin by typing mass intentions weekly. Maintain supply of Mass cards.
• Create new filing systems, processes, and forms as needs arise for archdiocesan files, the Pastor’s files, and the Secretary’s files. Maintain and archive according to Records Retention, Sec. XVI USCCB’s Manual for Priests.
• Prepare and maintain marriage packets in English and in Spanish using current forms from the Archdiocese. Supplement as needed by creating forms. Prepare and maintain filing system for baptisms, marriages, quinceañeras, anniversary blessings, and canceled events. Prepare and maintain information sheets for these events.
• Assist in getting Pastor’s supplies as needed. Order office supplies and serve as backup point of contact for copier service calls and contact the service department to schedule service.

• Represent the Pastor in the production of the annual calendar for the Liturgical Ministry, having a working knowledge of what is appropriate seasonally, liturgically, and at what time. Assist the Liturgical Ministry by providing support information as needed.
• Assist Pastor with liturgical reminders as needed and in the Weekend Portfolio. Helps the DRE, (RICA/RCIA) with maintaining accurate records of children/adults in religious education/faith formation classes.

• Documents/Letters:
  Review for content and accuracy and edit important documents/letters for pastor or staff as requested/needed. Either make corrections and rewrite or bring to Pastor’s attention for review and action. Ensure the word usage, word flow, and meaning are presented well to the reader. Compose documents as requested by the Pastor, sometimes with little or no direction.
• Business Grammar:
  Serve as the parish Office resource for proper business grammar,…