Administrative Asst

divh2Job Title/h2pResponsible for providing secretarial and related office services for the St Maria Goretti Parish office./ph3Principal Accountabilities/h3pGeneral Administration/pulliPerforms secretarial duties for pastor and other designated employees./liliFirst point of contact for greeting parishioners in the Parish Office and answering the phone for the parish./liliServes as the primary point-of-contact for administrative interface to the parish, directs questions to the appropriate departments, provides general administrative guidance, assists with registration needs, distributes and collects forms and funds./liliMaintains a regular, visible presence with parishioners throughout the week./liliGreets parishioners warmly./liliMaintains the adequate stocking of relevant forms, guides, collects, protects, and delivers completed forms, guides in a timely manner./liliMaintains positive and professional relationships with other staff members, and communicates with them regularly, to ensure adequate support for our parishioners./liliAccurately and patiently listens to the concerns of our parishioners and responds with charitable responses and directs these concerns to the appropriate staff members./liliMaintains facility schedule including parish event forms, which should be posted in the schedule within 48 hrs. of receipt./liliSchedules all facilities: masses and various functions/liliSchedule all funerals working with liturgy director and priests/liliAccurately updates all sacrament records, complete requests for records./liliManages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law,/liliFosters mutually responsive relationships with parish staff and the parish community at large./liliMitigates conflicts quickly and charitably./liliWorks independently and within teams on special nonrecurring and ongoing projects as assigned by the pastor or business manager./liliMaintains a high level of attention to detail in the completion of administrative processes and procedures./liliMaintains 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)./liliPerforms other secretarial or office tasks as assigned by the Pastor and/or business manager/li/ulpDatabase/pulliSupports staff requests for the output of computer data such as reports, directories, labels, etc./li/ulh3Record Retention Responsibilities/h3ulliMaintains a current work process binder for each project or major area of responsibility./liliMaintains an inventory of correspondence./liliMaintains call logs with appropriate call back information/li/ulh3Volunteers/h3ulliAdministrative support volunteers, such as event forms, room reservations, current up to date parish calendar./li/ulh3Internal Contacts/h3ulliDiocese Pastors, Priests, School Presidents, Principals, Business Managers, and employees./li/ulh3External Contacts/h3ulliParishioners, diocese vendors, local, state, and federal agency representatives, and auditors./li/ulh3Working Conditions and/or Physical Requirements/h3ulliThis 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./liliAbility to sit and perform computer work for lengthy periods of time./liliAble 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./liliAble to kneel./liliA significant amount of time regularly spent on the telephone providing parishioner support./liliAbility to accept work interruptions while remaining focused on duties./liliData entry via computer keyboard requires repetitive and frequent hand and wrist movements./liliAbility to lift-up to 35 pounds without assistance and up to 60 pounds with assistance./li/ulh3Travel Requirements/h3ulliInfrequent travel, as directed by the Pastor or Business manager, by car, may be required to the Catholic Center, Diocese Parishes and/or schools./li/ulh3Education and Experience Preferred/h3ulliHigh School Diploma/liliAdministrative Assistant experience/liliDatabase management experience preferred but not required/li/ulh3Knowledge and Skills Preferred/h3ulliPracticing Catholic, faithful to the Magisterium, and in good standing with the Catholic Church./liliAssociates degree or experience in administrative management./liliPrevious volunteer management, database management, and budget experience preferred./liliAbility to work well with people from a diverse variety of audiences./liliAbility to honor and maintain confidentiality./liliAbility to receive, understand, retain, and complete verbal and written tasks./liliAbility to work independently as well as in teams./liliExcellent organization, prioritization, and communication skills./liliExcellent time management skills./liliExcellent writing skills (syntax, tone, and style)./liliExcellent grammar, composition, spelling and referencing skills./liliWillingness to continue with personal and professional development./liliDemonstrated competency in Microsoft Word, Excel, Outlook and Parish Data Systems./liliDemonstrated history of good judgement./liliDemonstrated aptitude for adaptability and flexibility./liliGeneral ability to work with, troubleshoot, and learn how to use technology./liliBilingual (Spanish/ English) is highly desirable but not required./li/ulh3FLSA Designation/h3pNon-Exempt, Full-time, 35 hours per week, Onsite M-F 8:30am - 4:30pm/p/div