Administrative Assistant for Youth Ministry, Confirmation, & First Communion

Administrative Assistant for Youth Ministry, Confirmation, & First Communion #277 LA PURISIMA CHURCH Part Time Job Description

LA PURISIMA CATHOLIC CHURCH

ORANGE, CA

POSITION TITLE:

Administrative Assistant for Youth Ministry, Confirmation, & First Communion

JOB CLASSIFICATION:

Non-exempt

DEPARTMENT/PROGRAM:

Youth Ministry, Confirmation, First Communion

REPORTS TO:

Youth Ministry & Confirmation Director & Children’s Faith Formation Coordinator

SCHEDULE/HOURS:

24-29 hours/week (part-time: including potential weekend work with retreats, gatherings, and classes)

PAY RANGE:

$18.00-$20.00 per hour Based on experience, education and qualifications.

SUPERVISORY RESPONSIBILITY:

N/A

PRIMARY PURPOSE:

The Administrative Assistant contributes to the day-to-day operations of the Youth Ministry, Confirmation, and First Communion Office and provides administrative, organizational, and communication support to the Youth Ministry & Confirmation Director and Children’s Faith Formation Coordinator. This role ensures that weekly classes, sacramental prep, and youth events run smoothly by assisting leaders, volunteers, parents, and students Because all La Purisima Catholic Church employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

EDUCATION:

High school diploma or GED is required Bachelor’s degree in a related field is preferred but not required

QUALIFICATIONS & EXPERIENCE:

Fully initiated and practicing Catholic, being an example for our youth through sacramental and service living. Commitment to the mission of the Catholic Church and to the parish Proper etiquette of communication and comportment with children, parents, and staff Goes above and beyond to provide excellent customer service Ability to work and respond with a positive attitude under pressure Timely completion of assignments and ability to prioritize Extremely accurate, detail-oriented, and quick learner Effective oral and written communication and problem-solving skills High degree of commitment and adherence to deadlines Strict standard of confidentiality and ethics Strong knowledge of computer-based programs including Word, Excel, Outlook, and familiarity with social media outlets (ie. Facebook, Instagram)

ESSENTIAL FUNCTIONS & SCOPE OF WORK:

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 & assistance with various Confirmation, First Communion and Youth Ministry events Attendance & assistance with various parish events Screen calls, answer questions, and resolve problems within scope of authority and responsibility. Confirmation & First Communion Timely recording of all payment information Coordinate payment plans as needed Provide regular updates to parents of fees owed balance via email, phone or in person Maintain log of phone calls Build and maintain database to organize information Youth Ministry Timely recording of all special activities’ payments Build and maintain database to organize information Complete required paperwork for submission of cash, checks and credit card payments on a weekly basis. Confirmation & First Communion Programs Be present on all Confirmation and First Communion 1 & 2 class days, activities, meetings, and sacramental Assist with registrations and program evaluations Assist with the preparation of material for classes, parent meetings or events Creation of class documentation for catechists (group list, attendance sheets, curriculum, emergency information) Assist in prep of meeting rooms and classrooms Assist in the closing of classrooms and hall at end of sessions including trash & lock-up Assist in tracking students’ attendance, homework, community service hours, projects, sponsor selections/forms, Assist Youth Ministry & Confirmation Director with Confirmation ceremony preparation and day of Assist Children’s Faith Formation Coordinator with First Communion ceremony preparation and day of Retreats Create and organize student and volunteer documentation for the retreats (group list, attendance sheets, emergency information, waivers/permission slips etc.) Attend and assist Youth Ministry & Confirmation Director and Children’s Faith Formation Coordinator at all Retreats Youth Ministry: Provide administrative support to the Youth Ministry & Confirmation Director Assist with schedules, calendars, meetings, and ministry communications. Assist with planning and coordinating youth programs, events, retreats, and camps. Maintain accurate records, files, registrations, volunteer information and event attendance/feedback. Assist with communication to students, parents, volunteers, and church staff via emails, bulletin announcements, social media updates, announcements etc. Assist with event logistics, supplies, and other ministry needs. Perform other administrative duties as assigned by Youth Ministry & Confirmation Director. Communicate timely, clearly and in a hospitable manner (e.g. emails, phone calls, texts, voicemails, ) with staff members, parishioners, and all associated with the program. Expected to meet regularly with the Youth Ministry & Confirmation Director and Children’s Faith Formation Coordinator. Participate in meetings, staff retreats, and other staff activities when invited to do so (includes evening and week-end). Translate English documents as necessary for parent meetings or as needed. Perform other work-related tasks as directed by the Youth Ministry & Confirmation Director and the Children’s Faith Formation Coordinator. Preferred: Church or non-profit Previous experience in youth ministry as a member, peer youth leader, catechist, The Youth Ministry, Confirmation and First Communion Administrative Assistant will work primarily in an office setting within the church. The role may require occasional travel to various locations for retreats. The work environment is collaborative, requiring regular interaction with parish staff, volunteers, and community members. The position involves working with digital tools and platforms, necessitating a comfortable workspace with access to a computer and the internet. Flexibility in working hours is essential, as the role may involve evening and weekend work to accommodate parish events and activities. Physical Requirements: Ability to sit or stand for extended periods while conducting classes, meetings, and Frequent walking, standing, and moving around the parish campus to support programs and Occasional lifting and carrying of materials and equipment up to 25 pounds. Ability to move around the church premises and event locations as needed. Visual acuity to review detailed documents and materials. Manual dexterity to operate office equipment, including computers, printers, and other communication tools. Ability to lift and carry items up to 25 pounds, such as program materials, supplies, and event setups. Ability to communicate effectively in person, over the phone, and through digital platforms. Must be able to set up and dismantle of chairs, tables, and other equipment needed for parish activities as required, often move desks and chairs to change room layout to accommodate learning. 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