Administrative Assistant to the School of Religion - St. Peter's Parish - Olney Marylanbd

Job Description

Job Description

The full time SOR Administrative Assistant reports to the DRE and assists in various capacities to facilitate efficient operation of the SOR programs. The likely candidate must be a faithful Catholic, have a ready smile, be proficient in Microsoft Office, be organized, creative, and able to maintain the confidentiality of our families’ information.

Hours: Mondays – Wednesdays, 11am- 7:30pm, Thursday 11am-4:30pm, 30 hours per week., FT.

Also, must be flexible for catechist meetings, retreats, and celebrations of the sacraments.

Specific Duties Include:

Receive:

• Telephone calls and follow-up with appropriate action.
• Visitors to SOR and assist as needed or direct to appropriate staff member.
• Respond to front door bell as needed.
• Orders of textbooks, supplies, … and distribute as necessary.
• Mail and distribute to appropriate staff member.

Maintain:

• ParishSoft and Excel family/student and catechist records.
• Flocknote contacts.
• Updated registration forms/sacramental forms/update class lists on Excel.
• Student Attendance records on a weekly basis.
• Organized inventory of all educational materials and office supplies and purchase as needed.
• Financial records for families and send appropriate billing notices when needed.

Prepare:

• New registration and file income receipts.
• Registration of students in ParishSoft and Flocknote.
• Program materials/information packets.
• Class lists and room numbers for catechists.
• Catechist/Aides list
• Room closets for class with materials.
• Sacrament programs/materials/gifts.
• Sacrament certificates.
• Sacrament notifications and mail to appropriate parishes.
• Record sacraments in ParishSoft.
• Check requests for SOR.
• Bulk mail as needed.
• Bulletin boards (create two new boards many times during year based on seasons, church feasts, sacraments, or activities in SOR)

File:

• All correspondence, registration forms, sacramental forms, baptismal certificates, attendance records, invoices

Assist:

• At sacramental retreats and celebrations (set-up and preparations).
• At SOR retreats/training sessions/meetings.
• In ordering food or preparations for SOR events.
• In ordering and distributing educational materials and office supplies for catechists and staff members.
• The DRE and Youth Minister with Saint Peter’s Summer Program as needed.

Contact:

• Catechists and Families as necessary.
• Update families and catechists of new information or cancellations by Flocknote when necessary.

Virtus Coordinator for SOR:

• Coordinate information pertaining to SOR volunteers in conjunction with Archdiocesan office.
• Maintain and update records of all individuals fingerprinted for SOR program with the Virtus system.

The pay rate for this role is $22.00 per hour