Administrative Assistant

Overview POSITION TITLE : Administrative Assistant, Religious Education - Bilingual English/Spanish JOB CLASSIFICATION : Part time - Non-exempt DEPARTMENT : Religious Education SCHEDULE : Part Time (24-29 weekly hours) REPORTS TO : Director of Religious Education SUPERVISORY RESPONSIBILITY : None PAY RANGE : $18 to $20/hr based on education, qualifications and experience Summary The Administrative Assistant contributes to the day-to-day operations of the Religious Education Office and provides clerical and administrative support for the Director of Religious Education. Responsible for student registration forms, record keeping, inventory, assist with the calendar and booking facilities for classes and events, and help prepare communication tools for the bulletin and parents. Responsibilities Office Duties: Maintain consistent office hours; answer inquiries in a timely manner; be present in office during class times; step in as substitute teacher as needed; assist with preparation for various classes; attendance and assistance with Faith Formation events; attendance and assistance with parish events; screen calls, answer questions, and resolve problems within scope of authority and responsibility. Financial Duties: Manage family records; timely recording of all payment information; coordinate payment plans as needed; regular updates to parents of fees owed; email monthly; mail invoices every 2 months; phone calls as needed; maintain log of phone calls; build and maintain database to organize information; complete required paperwork for submission of cash, checks and credit card payments on a weekly basis. Program Prep: Assist with registrations and program evaluations; assist with preparation of material for classes, parent meetings or events; create class documentation for catechists (group lists, attendance sheets, curriculum, emergency information); assist in prep of meeting rooms/classrooms; assist in the closing of classrooms and hall at end of sessions including trash and lock-up; attend student, parent and sponsor meetings as assigned; assist Director of Religious Education with First Communion and Confirmation ceremony preparation and day of. Retreats: Create and organize student and volunteer documentation for retreats (group list, attendance sheets, emergency information, waivers); attend and assist Director of Religious Education at all retreats. General Expectations: Communicate clearly and politely with parents, catechists, parish administrators, and volunteers by phone, email, and in person; participate in regular meetings with the Director of Religious Education and staff activities when invited (evenings and weekends); translate English documents as necessary for parent meetings; maintain confidentiality; other duties as assigned. Qualifications & Experience High School Diploma or G.E.D. Fluency in English and Spanish with strong communication skills, both oral and written. Minimum two years' work experience, preferably in a Church or ministry setting. Familiarity with Catholic liturgy requirements and adherence to the teachings of the Roman Catholic Church. Basic catechist certification from the Diocese of Orange or start process and complete within first year of hire date. Safe Environment Training, Sexual Harassment Training, Fingerprinted. Proficiency in Microsoft Office (Outlook, Word, Excel, Publisher, etc.), data management, website capabilities and social media programs. Ability to interact with the public, volunteers, parishioners, and clergy. Highly organized; ability to multi-task and work independently and collaboratively. Reliable, dependable, and honest. Availability to work weekends and evenings as needed; flexibility to change shifts and/or tasks as needed. Physical Requirements / Work Environment Typical office environment. Equipment used includes basic computer equipment, keyboard, mouse, telephone, copier, printer, calculator, and paper shredder. Essential physical tasks: communicate, move, remain stationary, reach, occasionally carry materials up to 30 lbs. Location Parish Openings Note: This description has been refined to remove non-job content and ensure accessibility and compliance with formatting guidelines. #J-18808-Ljbffr