Secretary - Temporary

Administrative Assistant

Principal Accountabilities:

General Administration

• Performs secretarial duties for pastor and other designated employees.
• Serves as the primary point-of-contact for administrative interface to the parish, greets parishioners, directs questions to the appropriate departments, general administrative guidance, assists with registration needs, distributes and collects forms.
• Maintains a regular, visible presence with parishioners throughout the week.
• Greets parishioners warmly.
• Maintains the adequate stocking of relevant forms, guides, collects, protects, and delivers completed forms, guides in a timely manner.
• Maintains positive and professional relationships with other staff members, and communicates with them regularly, to ensure adequate support for our parishioners.
• Accurately and patiently listens to the concerns of our parishioners and responds with charitable responses and directs these concerns to the appropriate staff members.
• Maintains office calendar: parish event forms and are posted on the church calendar within 48 hrs. of submission.
• Schedules all facilities: masses and various functions
• Some basic data entry.
• Accurately updates all sacrament records, complete requests for records.
• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law,
• Fosters mutually responsive relationships with parish staff and the parish community at large.
• Mitigates conflicts quickly and charitably.
• Works independently and within teams on special nonrecurring and ongoing projects as assigned by Pastor or Business Manager.
• Maintains a high level of attention to detail in the completion of administrative processes and procedures.
• Maintains an accurate and current database of standard templates, forms, and files. Creates new products when requested, regularly audits existing products (quarterly), and archives obsolete products or old versions of products (after an update).
• Performs other secretarial or office tasks as assigned by the Pastor and/or business manager.

Database

• Supports staff requests for the output of computer data such as reports, directories, labels, etc.

Record Retention Responsibilities:

• Maintains a current work process binder for each project or major area of responsibility.
• Maintains an inventory of correspondence.
• Maintains call logs with appropriate call back information

Volunteers:

• Administrative support volunteers, such as event forms, room reservations, current up to date parish calendar.

Internal Contacts:

• Diocese Pastors, Priests, School Presidents, Principals, Business Managers, and employees.

External Contacts:

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the parish, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• A significant amount of time regularly spent on the telephone providing parishioner support.
• Ability to accept work interruptions while remaining focused on duties.
• Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
• Ability to lift-up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Infrequent travel, as directed by the Pastor or Business manager, by car, may be required to the Catholic Center, Diocese Parishes and/or schools.

Education and Experience Preferred:

• High School Diploma
• Administrative Assistant experience
• Database management experience preferred but not required

Knowledge and Skills Preferred:

• Practicing Catholic, faithful to the Magisterium, and in good standing with the Catholic Church.
• Associates degree or experience in administrative management.
• Previous volunteer management, database management, and budget experience preferred.
• Ability to work well with people from a diverse variety of audiences.
• Ability to honor and maintain confidentiality.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Excellent organization, prioritization, and communication skills.
• Excellent time management skills.
• Excellent writing skills (syntax, tone, and style).
• Excellent grammar, composition, spelling and referencing skills.
• Willingness to continue with personal and professional development.
• Demonstrated competency in Microsoft Word, Excel, Outlook and Parish Data Systems.
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• General ability to work with, troubleshoot, and learn how to use technology.
• Bilingual (Spanish/ English) is highly desirable but not required.