Administrative Secretary

Job Description

Job Description

JOB TITLE: Administrative Secretary

LOCATION: Our Lady of the Assumption Catholic Church - Harlingen

FLSA: Non-Exempt (Full-time 32 hours)

REPORTS TO: Pastor/Parish Administrator

JOB SUMMARY

Provides comprehensive full-time administrative and clerical support to the Pastor and parish staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

•At times, greet and welcome visitors in a professional and friendly manner

•Sometimes answer and direct phone calls, take messages, and provide information to pastor and office staff

•Schedule pastor’s appointments and maintain parish calendar

•Schedule Mass intentions

•Perform clerical duties such as photocopying, faxing, filing, and sorting mail

•Prepares correspondence

•Assist with assembling articles for parish bulletin

•Take registration for new parishioners

•Keeps records of Ministries and organizations of the church on the parish calendar

•Takes care of the church religious articles offered for sale

•Organize and safeguard archives of parish records

•Assist with order entry and inventory management

•Maintain a clean and organized reception area

•Responsible for all mailouts: ordering, printing, stuffing, mailing, etc.

•Order all parish supplies as needed or requested.

•Address any physical needs of parish needing service; i.e. when something breaks, etc.; make calls.

•Other related duties as requested by the pastor.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

•Good knowledge of Church teachings.

•Previous experience working as a receptionist or secretarial role preferred

•Familiarity with parish office procedures is a plus

•Experience in clerical work is beneficial

•Ability to maintain clerical records

•Ability to communicate effectively in English, both verbal and written, and preferably also in Spanish

•Translating skills preferred

•Proficient in phone etiquette and customer service skills

•Strong organizational skills and attention to detail

•Organized

•Self-motivated

•Ability to maintain confidentiality in all matters.

•Ability to maintain effective working relationships with other employees and the general public.

•Good computer skills

•Knowledge of office management systems and procedures

•Ability to provide excellent customer support

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be made to enable employees with disabilities to perform the essential functions of their job.

While performing the duties of this job, employees must be able to talk, hear, and see. They must have the ability to observe details at close range and be able to communicate and exchange accurate information so others will understand. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. The employee is regularly required to stand, sit, walk, use hands/fingers to handle or feel. Employees must be able to remain in a stationary position 50% of the time. Occasionally they will need to move around in the office and position themselves to access or maintain files in filing cabinets, or to operate office machinery, etc. They will constantly be operating a computer, calculators, copiers, printers, or scanners, etc. Employees must be able to climb. Occasionally they may climb stairs, step ladders, ascend/descend a step ladder. Employees must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Employees must be able to carry, lift and/or move up to 10 pounds and occasionally carry, lift, and/or move up to 25 pounds.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this position. Work is performed primarily in a parish office setting with regular interaction with parishioners, visitors, clergy, staff, vendors, and members of the public. The position requires frequent use of a computer, telephone, copier, printer, scanner, and other standard office equipment. The employee may be required to handle confidential information, respond to interruptions, manage multiple priorities, and maintain professionalism in a service-oriented environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position averages 32 hours per week and may occasionally require flexibility in scheduling based on parish needs, special events, liturgical schedules, or deadlines.