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

Position Summary

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks, providing support to Pastor and parish staff.

Employment Details

Employment Status: Part-Time
FLSA Status: Non-Exempt (Hourly)
Schedule: Tuesdays 11:00 AM to 5:00 PM, Wednesdays 11:00 AM to 5:00 PM, Thursdays 11:00 AM to 5:00 PM.
Reports to: Pastor

Position Responsibilities

• Serve as first point of welcome to those contacting the Parish Office in person, by telephone or through email.
• Field phone calls and emails to appropriate positions.
• Take out and collect mail when it is needed; give mail to Pastor or his delegate for processing.
• Maintain utmost discretion and confidentiality for the Pastor and the personal matters dealt with on a daily basis; be able to multitask almost constantly.
• Have a working knowledge of the administrative duties pertaining to the Pastor to deal with church and pastoral business, execute actions as directed by Pastor, assist Parish Staff with needed information.
• Screen phone calls, fielding to self and others as is appropriate in order to free the Pastor from unnecessary phone calls.
• Serve as escalation point on matters unfamiliar to the other staff members.
• Keep records of hall rentals – taking payments, writing receipts, making sure the bookkeeper and counters receive copies, submit check requests for deposit reimbursement when necessary; maintain calendar of rentals.
• Provide assistance to persons in need that come to parish, through referring persons to appropriate charitable or social agencies/organizations.
• Process and file mail, highlight pertinent information, and execute actions directed by Pastor.
• Respond to correspondence as needed, often creating letters and other documents.
• Type thank you letters for donations to the church.
• Schedule and track Mass Intentions, edit bulletin by typing mass intentions weekly, maintain supply of Mass cards.
• Create new filing systems, processes, and forms as needs arise for archdiocesan files, Pastor’s files, and Secretary’s files; maintain and archive according to Records Retention policies.
• Prepare and maintain marriage packets in English and Spanish using current forms from the Archdiocese; maintain filing system for baptisms, marriages, quinceañeras, anniversary blessings, and canceled events; prepare information sheets for these events.
• Assist in obtaining Pastor’s supplies, order office supplies, serve as backup point of contact for copier service calls.
• Represent the Pastor in the production of the annual calendar for the Liturgical Ministry; provide support information as needed.
• Assist Pastor with liturgical reminders and in the Weekend Portfolio; help DRE (RCIA) with maintaining accurate records of children/adults in religious education/faith formation classes.
• Review and edit documents and letters for accuracy and content; correct or rewrite as needed; serve as parish office resource for proper business grammar, punctuation, word usage.
• Serve as main resource for job description composition, editing, and distributing to staff; conduct biennial job description reviews.
• Review and proofread bills, bulletins, announcements, and bulletin inserts; maintain prayer list for publication.
• Assist in wording/formatting signage for the church plant.
• Review and edit content accuracy for Pastoral Council members; serve as permanent archivist.
• Have working knowledge of Microsoft Word-Publisher; design flyers, registration forms, binder covers.
• Enter data into ParishSoft and other church management system software; prepare reports for official Catholic Directory at Archdiocesan and national levels.
• Obtain necessary sacramental and death records, enter them into the parish database, maintain receipts, and follow Archdiocesan policies.
• Perform general clerical duties: maintain parish census, membership data, envelope usage, and prepare welcome letters/packets for new parishioners.
• Help with any other duties assigned by the Pastor, maintain open door policy, work with ministries to resolve problems, communicate directly with Pastor, assist with bingo and beer licenses when needed.
• Handle phone system voice messages, maintain records of property borrowed.

Requirements

• High school Diploma or equivalent.
• Associate’s degree preferred.
• At least four (4) years’ experience of working in an administrative role providing direct support.
• Bilingual in Spanish and English.
• Reliable transportation.
• Valid driver license.
• Valid vehicle insurance.
• Familiarity with the Catholic Church, its liturgical calendar, and sacramental life.
• Experience with computer software and Microsoft Office Applications.
• Detail oriented, organized, self-motivated, work well independently and on a team.
• Good written and verbal skills.
• 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.