Ministry and Administrative Assistant

About the role

The full-time Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Directors of Youth Ministry and Adult Faith Formation.

Responsibilities

• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Adhering to safety training and protocols on a daily basis and taking precautionary measures to ensure the safety and well-being of self, others
• Protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory
• 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
• Oversee all aspects of general office coordination, including but not limited to ordering supplies, scheduling facilities and communicating with parish members via email, phone, and mail
• Maintain office calendar to coordinate workflow and meetings
• Monitor and assist with providing information for the organization’s website
• Monitor and assist with providing information for the organization’s weekly bulletin and monthly newsletter
• Maintain Youth Ministry Instagram account
• Afford assistance in answering telephones and transfer to appropriate staff members when required
• Perform general clerical duties to include, but not limited to copying, faxing, mailing and filing
• Monitor and assist with providing information for the organization’s website
• Support staff in assigned project-based work
• May assist volunteers and other support personnel as directed
• Affords assistance in special events, such as registration, fundraising activities and YM and AFF events which may include weekends
• Other duties as assigned by the Directors of Youth Ministry and Adult Faith Formation
• Create registration forms for classes, events, retreats, etc
• Cook up transportation for retreats and other events
• Collect and deposit payments for events
• Track attendance for classes in YM and AFF
• Contact parishioners about missing paperwork for OCIA and Adult and Teen Confirmation
• Send out Flocknote meeting reminder and updates
• Track teen Confirmation online assignments and contact parents for missing assignments
• Create sign-in sheets and print for YM and AFF classes

Requirements

• Computer literate with the ability to type 30+ words per minute
• Good writing, analytical and problem-solving skills
• Knowledge of principles and practices of organization, planning, records management and general administration
• Ability to communicate effectively
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines
• Basic knowledge of MS Office products including, but not limited to, Word, Excel and Publisher
• Basic knowledge of social media platforms such as Facebook and Instagram

Qualifications

• High school Diploma or equivalent
• At least four (4) years’ experience of working in an administrative role providing direct support and experience in working in ministry, especially youth ministry
• Bilingual in Spanish and English (preferred)

Skills

• Computer literate with the ability to type 30+ words per minute
• Good writing, analytical and problem-solving skills
• Knowledge of principles and practices of organization, planning, records management and general administration
• Ability to communicate effectively
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines
• Basic knowledge of MS Office products including, but not limited to, Word, Excel and Publisher
• Basic knowledge of social media platforms such as Facebook and Instagram

Benefits

Reliable transportation

Valid driver license

Valid vehicle insurance

Pay

N/A

Schedule

N/A