Parishes - Administrative Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The duties and functions outlined herein are representative of the types of tasks performed within this classification. They are not listed in any order of importance. The omission of specific duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this role. Other duties may be required and assigned. 

• Performs general clerical and secretarial duties under direct supervision; may provide support for other departments as needed. 
• Maintains parish database with new parishioners and inactive parishioners.
• Schedules meeting rooms, required materials or equipment and maintain the facility calendar.
• Maintains organized filing systems and records in accordance with established procedures. 
• Maintains the Safe Environment and Fingerprinting Certification files. Identifies volunteers whose safe environment and fingerprinting certification is expiring.
• Supports office operations by maintaining supplies and assisting with routine administrative tasks. 
• Maintains confidentiality of sensitive information.
• Professionally communicates and interacts with staff, volunteers, parishioners, and ministry coordinators. 
• Assists Youth Ministry with media announcements and works with the youth minister to help with communications with parents/youth participants. 
• Oversees/Coordinates parish events, by working with the team leads to ensure that the events are organized and supported. 
• Attends required meetings and gatherings as assigned. 
• Answers and screens telephone calls; greet visitors and directs inquiries to appropriate personnel as needed
• Backup for Funeral planning to include completing funeral intake form and securing liturgical and music staff.
• Performs all other duties as assigned. 

QUALIFICATIONS 

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, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

CATHOLIC FAITH 

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese. 

EDUCATION and/or EXPERIENCE 

High school diploma or equivalent supplemented by two (2) or more years of experience in an office or administrative environment. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, required. 

OTHER SKILLS and ABILITIES 

• Strong organizational and interpersonal skills. 
• Ability to perform basic mathematical functions such as addition, subtraction, multiplication, and division. 
• Ability to read and interpret routine correspondence and compose appropriate responses with a strong command of the English language. 
• Ability to record and prepare meeting minutes as assigned. 
• Ability to respond to common inquiries from diocesan entities, parishioners, and members of the business community in a professional manner. 
• Ability to maintain confidentiality and handle sensitive information with discretion. 

WORKING CONDITIONS 

Work is primarily performed in an office setting. The employee may be required to work beyond a standard 8-hour day, including occasional evenings and weekends. Must be able to work effectively under pressure and manage multiple tasks in a fast-paced environment. 

PHYSICAL REQUIREMENTS 

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and/or pulling objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The position requires the ability to sit and stand for extended periods, as well as reach, grasp, and perform tasks requiring manual dexterity. Must be able to see both up close and at a distance and use standard office equipment with or without reasonable accommodation. Must be able to communicate effectively in both verbal and written form. 

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential for job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.