Diocese of San Jose
Parish Administrative Assistant, Our Lady of Guadalupe Parish Our Lady of Guadal
Diocese of San Jose, San Jose, California, United States, 95199
POSITION SUMMARY:
The Office Administrative Assistant provides essential support to the daily operations of the parish, assisting the Pastor with administrative, operational, and parishioner service-related tasks. This position assists the Parish Officer personnel in the adherence to internal procedures, proper management of parish records, and the delivery of efficient and welcoming service to the community. Confidentiality, organization, and proactiveness are essential qualities for this role. ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING: (other duties may be assigned) Office Management Assistance Open and close the front office promptly during assigned hours. Assist with managing inventory of office supplies and general operational tasks. Provide assistance to the Office Manager who serves as the administrative partner in Workday, managing payroll and staff timesheets. As may be necessary, provide support in the supervision of volunteers who count weekly collections and assist in reviewing their reports. Communication and Customer Service Answer and transfer phone calls, take messages, and warmly assist parishioners. Provide assistance and guidance to visitors, ensuring a professional and respectful experience. Assist with basic front desk tasks when the designated staff is absent. Financial Support Receive payments and donations, issue receipts, and prepare basic daily sales reports. Assist in securing deposits and maintaining records. Liturgical and Administrative Support Assist in organizing and scheduling events such as baptisms, weddings, funerals, and special celebrations. Coordinate sacramental documentation with parishioners and ensure records are maintained in ParishSoft. Assist in the issuance of sacramental certificates upon request. Annual Diocesan Appeal (ADA) Provide support in the processing of ADA pledges and donations. Assist in the preparation of basic ADA progress reports for the Pastor. Provide assistance in the coordination of communication with the Diocesan ADA Office as directed by the Pastor. Parish Bulletin Production Assist in the collaboration of the editing, translating, assembling, printing, and distributing of the weekly parish bulletin. Assist with content development, layout, and bulletin distribution. Policy Compliance and General Support Provides support to the Office Manager who serves as the parish’s main point of contact with the Human Resources office. Assists with the compliance with parish policies and procedures under the Pastor’s supervision. Perform other administrative duties as assigned directly by the Pastor. Provide assistance in the maintenance of the PARISH SOFT data base and the preparation of data in formats for the use of the pastoral staff and Mesa Directivas Work with Receptionist to publish the bulletin and website on Tuesday and send to publisher. Assist in the scheduling of Campus Facilities Serve as the Immersion Guide and Immersion Coordinator for OLG-based Mayfair Projects Cover front office when receptionists are absent Adjunct Office Support Serve as the “IT” point person for the parish Assist in maintaining bookkeeping for the Religious Education Department Assist in recording sacraments Supervised by Pastoral Associate Hold regular office hours Tuesday, Thursday and Friday, 9am – 5pm with a 1-hour lunch. Be available to Pastoral Associates to help access data base Maintain scholarship and volunteer data base for parents Post facilities use schedules in front office, sacristy and in parish bulletin Support content for blast-newsletters regarding upcoming events at the parish Work with Pastoral Associates and Pastor’s Administrative Assistant on assigned projects Attend weekly staff meeting as directed by Pastoral Associate Prepare billing and receipts for payments and bills-due for Religious Education Maintain attendance log data base for religious education Provide tech support to staff Attend Parish monthly all-staff meeting QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY: 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, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Education and/or Experience: High school diploma required; technical or college education preferred. Minimum of 3 years’ experience in administrative or customer service roles. Computer Skills:
Working knowledge of Microsoft Office (Word, Excel, Outlook); experience with ParishSoft and Workday is a plus. Other Requirements: Confidentiality, organization, and proactiveness are essential qualities for this role. Proficiency in English and Spanish, both spoken and written. Excellent organizational skills, attention to detail, and customer service orientation. Availability to work occasional weekends or evenings as needed for pastoral activities Bilingual in English and Spanish (required) Honest and trustworthy Respectful Possess cultural awareness and sensitivity Flexible and demonstrate sound work ethics. Strong oral and written communication skills. Self-motivated and reliable. Practicing Catholic committed to the mission and principles of the Church. Compensation:
up to 21 hours per week, $20-$25.71 per hour, depending on experience. To Apply: Send your resumes to
Hugo.Rojas@dsj.org
#J-18808-Ljbffr
The Office Administrative Assistant provides essential support to the daily operations of the parish, assisting the Pastor with administrative, operational, and parishioner service-related tasks. This position assists the Parish Officer personnel in the adherence to internal procedures, proper management of parish records, and the delivery of efficient and welcoming service to the community. Confidentiality, organization, and proactiveness are essential qualities for this role. ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING: (other duties may be assigned) Office Management Assistance Open and close the front office promptly during assigned hours. Assist with managing inventory of office supplies and general operational tasks. Provide assistance to the Office Manager who serves as the administrative partner in Workday, managing payroll and staff timesheets. As may be necessary, provide support in the supervision of volunteers who count weekly collections and assist in reviewing their reports. Communication and Customer Service Answer and transfer phone calls, take messages, and warmly assist parishioners. Provide assistance and guidance to visitors, ensuring a professional and respectful experience. Assist with basic front desk tasks when the designated staff is absent. Financial Support Receive payments and donations, issue receipts, and prepare basic daily sales reports. Assist in securing deposits and maintaining records. Liturgical and Administrative Support Assist in organizing and scheduling events such as baptisms, weddings, funerals, and special celebrations. Coordinate sacramental documentation with parishioners and ensure records are maintained in ParishSoft. Assist in the issuance of sacramental certificates upon request. Annual Diocesan Appeal (ADA) Provide support in the processing of ADA pledges and donations. Assist in the preparation of basic ADA progress reports for the Pastor. Provide assistance in the coordination of communication with the Diocesan ADA Office as directed by the Pastor. Parish Bulletin Production Assist in the collaboration of the editing, translating, assembling, printing, and distributing of the weekly parish bulletin. Assist with content development, layout, and bulletin distribution. Policy Compliance and General Support Provides support to the Office Manager who serves as the parish’s main point of contact with the Human Resources office. Assists with the compliance with parish policies and procedures under the Pastor’s supervision. Perform other administrative duties as assigned directly by the Pastor. Provide assistance in the maintenance of the PARISH SOFT data base and the preparation of data in formats for the use of the pastoral staff and Mesa Directivas Work with Receptionist to publish the bulletin and website on Tuesday and send to publisher. Assist in the scheduling of Campus Facilities Serve as the Immersion Guide and Immersion Coordinator for OLG-based Mayfair Projects Cover front office when receptionists are absent Adjunct Office Support Serve as the “IT” point person for the parish Assist in maintaining bookkeeping for the Religious Education Department Assist in recording sacraments Supervised by Pastoral Associate Hold regular office hours Tuesday, Thursday and Friday, 9am – 5pm with a 1-hour lunch. Be available to Pastoral Associates to help access data base Maintain scholarship and volunteer data base for parents Post facilities use schedules in front office, sacristy and in parish bulletin Support content for blast-newsletters regarding upcoming events at the parish Work with Pastoral Associates and Pastor’s Administrative Assistant on assigned projects Attend weekly staff meeting as directed by Pastoral Associate Prepare billing and receipts for payments and bills-due for Religious Education Maintain attendance log data base for religious education Provide tech support to staff Attend Parish monthly all-staff meeting QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY: 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, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Education and/or Experience: High school diploma required; technical or college education preferred. Minimum of 3 years’ experience in administrative or customer service roles. Computer Skills:
Working knowledge of Microsoft Office (Word, Excel, Outlook); experience with ParishSoft and Workday is a plus. Other Requirements: Confidentiality, organization, and proactiveness are essential qualities for this role. Proficiency in English and Spanish, both spoken and written. Excellent organizational skills, attention to detail, and customer service orientation. Availability to work occasional weekends or evenings as needed for pastoral activities Bilingual in English and Spanish (required) Honest and trustworthy Respectful Possess cultural awareness and sensitivity Flexible and demonstrate sound work ethics. Strong oral and written communication skills. Self-motivated and reliable. Practicing Catholic committed to the mission and principles of the Church. Compensation:
up to 21 hours per week, $20-$25.71 per hour, depending on experience. To Apply: Send your resumes to
Hugo.Rojas@dsj.org
#J-18808-Ljbffr