Administrative Assistant, Faith Formation

Job Description

Job Description

Description:

Parish Name: St. Michael's Catholic Church

Location: 15546 Pomerado Rd, Poway, CA 92064

Reports to: Director of Religious Education

Employment Type: Part Time (22 hours per week)

FLSA Status: Non-Exempt

Pay: $ 23.00 per hour

Job Summary

Welcoming new parishioners to the Religious Education and Youth Ministry programs. Supporting all catechists and aides with classroom needs. Supporting Religious Education Director and Youth Minister in all administrative aspects. Clearing volunteers to work with children.

Responsibilities

• Advise the DRE on inventorying Religious Education office supplies
• Answer administrative questions regarding catechetical programs
• Help create and update registration forms
• Conduct the annual registration process for Religious Education and Youth Ministry
• Maintain family files; remove inactive files to storage and update the database annually
• Maintain volunteer files; remove inactive files to storage
• Coordinate classes and assign students during registration; record registration fees and maintain the fund annually
• Maintain records of participation in catechetical programs and sacramental celebrations
• Work with the school to receive information for children preparing to receive sacraments
• Update forms and booklets as needed
• Maintain records of student achievements, including perfect attendance and graduation to Youth Ministry
• Participate in diocesan and parish staff meetings; assist the DRE and YM at parent meetings, First Reconciliation, First Communion, and Confirmation Masses
• Call for service on the copy machine and assign codes to catechists and Children’s Liturgy of the Word
• Organize and periodically clean shelving and cabinets in the RE offices
• Assist the DRE and Youth Minister in catechetical training meetings
• Assist and instruct users of Parish Center media equipment
• Direct and coordinate office volunteers
• Update emergency backpacks annually
• Provide First Aid during class sessions when needed
• Research supply costs to ensure cost efficiency
• Help coordinate the Closing Mass Dinner, including tracking RSVPs and fees
• Assist the DRE in planning the Volunteer Appreciation Dinner and all related preparations
• Serve as an aide for catechists when staffing is short during class times
• Contact parents if a child is not picked up from RE and remain until the family arrives
• Annually inspect and replace classroom supplies (pencils, markers, crayons, glue, scissors, tape, staplers)
• Track permission slips and payments for any event requiring them
• Maintain records of all forms required for sacrament students and notify families of missing items
• Assist in preparing materials for First Reconciliation services, First Communion Masses, and Confirmation Masses (name tags/ribbons, certificates, rehearsals, programs, seating charts, etc.)
• Serve as Volunteer Coordinator for Religious Education and Youth Ministry volunteers working with children
• Manage Safe Environment paperwork for YM, RE, CLW, Music Ministry, Altar Servers, and Boy Scouts
• Close out the current year in the database and create new classes and funds
• Assist with planning and executing RE/Youth Ministry retreats
• Assist in preparation and execution of Vacation Bible School
• Perform any additional duties assigned

Requirements:

Religious Requirements

• Active, practicing Roman Catholic
• Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church and its diverse members

Knowledge & Skills

• Excellent communication skills
• Demonstrated spiritual and emotional maturity
• Self-motivated and energetic; able to take initiative
• Strong organizational skills, including time management, planning, attention to detail, and ability to balance multiple projects at a time
• Proficient with Microsoft Office and Google suites, along with other cloud-based software

Education & Experience

• Bachelor’s degree preferred
• At least one year’s experience with admin and office procedures preferred

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish office to attend and assist with meetings, briefings, and other work-related events. The employee must occasionally lift and/or move up to 15 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. Michael's Catholic Church, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.

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As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.