Administrative Assistant Job at Archdiocese of San Antonio Careers in San Antoni

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The Administrative Assistant provides essential administrative support to ensure the smooth functioning of the office with a focus on data-entry, fundamental bookkeeping skills, outreach and stewardship.

Summary
The role involves managing day-to-day operations, handling correspondence, organizing meetings, maintaining records, and assisting with general office tasks.

Position Responsibilities

Administrative

• Answer phone calls, emails, and correspondence, redirecting as necessary.
• Coordinates events, meetings, and conference calls.
• Prepare and edit documents, reports, and presentations.
• Maintain filing systems, both physical and electronic.
• Assist with financial tasks such as receiving payment for services and rentals.
• Handle incoming and outgoing mail, packages, and deliveries.
• Data entry into accounting software
• Assist with payables & receivables
• Record-keeping of vendor files
• Order supplies
• Communicate with Parish volunteers and ministry leaders
• Copying and scanning documents
• Research data
• Bank statements reconciliations
• Assist with scheduled audits
• Assist with fiscal year end closings
• Assist Parish ministries with financial data reports

Outreach and Stewardship

• Assist with stewardship and outreach efforts for the parish
• Maintain donor databases
• Process offertory donations
• Ensure all online donations are recorded
• Generate report spreadsheets
• Enter new member registrations into database
• Prepare acknowledgment and thank-you letters to build and strengthen relationships with donors
• Track contributions and other donor-related data, ensuring it is accurate and up-to-date
• Organize administrative logistics to build and maintain healthy relationships with donors to help the Parish meet its financial goals.
• Develop and update promotional materials for fundraising campaigns, both online and in print.

Other Requirements

• Accounting or Bookkeeping experience preferred.
• Knowledge of donor database is a plus
• Strong organizational, communication, and data management skills.
• Utilize accounting software, spreadsheets, and databases to manage financial data
• Working knowledge of computer, copy machine, printer/scanner, business phone system and other office equipment
• Proficient with MS Office, Excel, Word, PowerPoint, Outlook
• Excellent attention to detail and organization skills
• Strong written and verbal communication skills
• Ability to handle sensitive information with integrity and discretion.
• Must have good critical thinking and problem-solving skills
• Must be detail oriented, self-motivated, work well independently and on a team.
• Able to meet deadlines
• Accountability and time management
• Ability to adjust, support and be flexible to changing conditions and remain committed to excellence and team objectives
• Supports and upholds the philosophy of Catholicism and the mission of the parish. Must take opportunities offered to further own Faith Formation. Have self-knowledge and ability to share the Catholic faith.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Adhering to safety training and protocols and taking precautionary measure to ensure the safety and well-being of self, others.
• 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 in Accounting is preferred

Experience

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

License And Credentials

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

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.