Administrative Assistant

Description

Employment Status:  Full-Time*

FLSA Status:  Hourly/Non-Exempt

Schedule:   Monday - Thursday 9 am - 5pm and Friday 8 am -12 pm

35 Hours per Week

Reports to:  Pastor

*Benefits may include: 

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan 
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Benefits may vary by location.

Summary:

The Administrative Assistant's primary purpose and objective is to carry out the office duties required by the Pastor with the professionalism and efficiency necessary to respond to parish needs and the mission of the parish office.

Position Responsibilities:

•   Answers and transfers phone calls, screening when necessary.
• Provides general information and directs people or calls to the appropriate staff member.
• Greet and interact with parishes, parishioners, priests, vendors and guests.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data as needed.
• Maintains all files for office in a systematic and organized manner.
• Manages calendar for appointments, schedules special events, and meetings.
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments
• Prepares agendas and schedules for meetings
• Records and distributes minutes or other records for meetings
• Creates and modifies office forms and documents using Microsoft Office including Excel, Publisher, PowerPoint, Outlook and/or other programs.
• Maintains office supplies and coordinates maintenance of office equipment.
• Prepares Baptismal and Marriage Certificates.
• Coordinates information for baptisms, quinceaneras, and weddings.
• Coordinates hall rentals and maintains the rental contracts.
• Supports the coordination of logistics for all events and activities including registration, processing      payments (stipends), invoices, attendance, and on site hospitality.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.   
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned. 

Requirements

Minimum Qualifications:

Education:

• High school Diploma or equivalent
• Associate’s degree preferred

Experience:

• At least four (4) years’ experience of working in an administrative role providing direct support 
• Bilingual in Spanish and English

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Experience with computer software and Microsoft Office Applications; 
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem solving skills.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed. 

The Archdiocese of San Antonio is an Equal Opportunity Employer.