Administrative Assistant

Description

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly) or Exempt (Salaried)

Schedule:  Monday – Friday 8:30am – 5pm / 40 hours per week (1/2 hour lunch)

Reports to: Pastor 

  I. Position Purpose: This position reports directly to the Pastor and assists in all administrative needs of the Parish, including direct support for the Pastor and Parish Operations Director. The duties of this position include a wide range of administrative, communication, liturgical, spiritual, and community activities in support of the parish. 

Administrative Responsibilities: 

• Provides direct support to the Pastor and Parish Operations director for all administrative needs, including answering e-mails, returning messages, managing the calendar, and assisting the Pastor with scheduling his calendar.
• Schedules Baptisms for families who have completed the requirements for their child to be baptized in the Catholic Church, along with scheduling a Deacon for the service.
• Responsible for all funeral Masses, which includes meeting with the family, funeral home, priest, musicians and funeral volunteers to ensure all funerals are properly scheduled and managed.
• Arrange and coordinate staff events, such as birthday celebrations and other special events.
• Prepares and orders food for staff meetings and other events as necessary.
• Responsible for notification of the second collection to Ushers.
• Liaison for the Rice Bowl collection each year.
• Schedule Mass Intentions for the Parishioners, send mass intention cards and keep detailed information about each request.
• Pay visiting priests at the end of each month both for the mass and mass intention.
• Provide a list of deceased for the month to the Sunshine Ministry and Seasons of Hope Bereavement Ministry.
• Oversees the receptionists and their schedules; assists with parish questions and special needs that may arise; ensures the front desk has coverage and is kept neat and orderly.
• Serves on the Finance Council, takes quarterly meeting minutes and provides written copies to members.

Communication 

• Researches, organizes and completes administrative responsibilities, as directed, on topics that cross the Pastor’s desk.
• Writes correspondence and other messages for the Pastor on behalf of the Parish. Ensures thank you letters are sent for large donations.
• Prepares the Prayer of the Faithful announcements and schedules pulpit announcements for the weekend masses.
• Works closely with the Communications Coordinator and Cana Ballroom Coordinators in coordinating events that need to be scheduled on the church calendar.

Liturgy

• Manages and coordinates all funeral liturgy planning with bereaved families and acts as coordinator with funeral homes and the bereavement ministry.
• Informs Pastor of anointing requests or deaths.
• Secures and schedules all substitute priests as needed. 
• Orders Liturgical items (paschal candle, ashes, palms, and Christmas and Easter gift books.
• Serves on the Liturgy Committee

1.           Helps the Director of Liturgy and Music with Liturgy
2.          Ensures deadlines and commitments are met
3.          Follows-Up with volunteers to offer assistance
4.          Attends major Liturgical events if needed

Helps the Director of Liturgy and Music with Liturgy
Ensures deadlines and commitments are met
Follows up with volunteers to offer assistance
Attends major Liturgical events if needed

Requirements

Basic Qualifications

• The person hired for this position must have a strong commitment to the mission of St. Peter the Apostle Catholic Church and be in full communion with the Catholic Church. 
• Must have good communication skills, verbal and written
• The person must exercise courtesy to fellow employees, parishioners and the general public.
• Must be able to plan and organize work effectively and efficiently.
• This person must be able to maintain confidentiality while working collaboratively in a team environment.  Effective writing and communication skills are required. 
• Must be able to create and write correspondence on behalf of the Church independently. Ability to read and write in both English and Spanish is a plus. 
• Proficiency in Microsoft Products, including Word, Outlook and Excel a must. 
• Knowledge of computer technology is required. 

Education and Experience

• The person hired for this position must be a High school graduate or have equivalent experience.
• This person must have at least three years of successful general office administration.