Ministry and Administrative Assistant

Part-time, non-exempt (hourly) position.

Schedule

• Monday – Friday, 10 am – 3 pm (25 hours per week)
• Some weekends

About the role

Working directly under the supervision of the Directors of Youth Ministry and Adult Faith Formation, the Administrative Assistant oversees and manages all office procedures and other tasks as assigned.

Responsibilities

• Retrieve information from records, email, minutes, and other documents; prepare written summaries as needed
• Adhere to safety training and protocols daily, ensuring the safety and well-being of self and others
• Maintain confidentiality of client information, services rendered, donor details, investigations, and financial data
• Adhere to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith
• Take a solution-oriented approach in interactions and promote collaboration aligned with the organization’s Mission and Vision
• Oversee general office coordination, including ordering supplies, scheduling facilities, and communicating with parish members via email, phone, and mail
• Maintain the office calendar to coordinate workflow and meetings
• Monitor and assist with providing information for the organization’s website, weekly bulletin, and monthly newsletter
• Maintain the Youth Ministry Instagram account
• Answer telephones and transfer calls to appropriate staff members
• Perform general clerical duties: copying, faxing, mailing, and filing
• Coordinate deposits for Youth Ministry (YM) and Adult Faith Formation (AFF) events with the bookkeeping office
• File and retrieve organizational documents, records, and reports
• Support staff in assigned project-based work
• Assist volunteers and other support personnel as directed
• Assist in special events, such as registration, fundraising, and YM/AFF events (may include weekends)
• Maintain a clean and well-organized office environment
• Create registration forms for classes, events, retreats, etc.
• Coordinate transportation for retreats and other events
• Collect and deposit payments for events
• Track attendance for YM and AFF classes
• Contact parishioners about missing paperwork for OCIA and Adult/Teen Confirmation
• Send Flocknote meeting reminders and updates
• Track teen Confirmation online assignments and contact parents for missing assignments
• Create and print sign-in sheets for YM and AFF classes
• Perform other duties as assigned by the Directors of Youth Ministry and Adult Faith Formation

Requirements

• High school diploma or equivalent
• At least four years of administrative experience, preferably in ministry, especially youth ministry
• Practicing Catholic with a deep love for the church
• Bilingual in Spanish and English (preferred)
• Reliable transportation, valid driver’s license, and vehicle insurance
• Computer literate with typing speed of 30+ words per minute
• Proficiency in MS Office (Word, Excel, Publisher) and social media platforms (Facebook, Instagram)
• Strong writing, analytical, and problem-solving skills
• Knowledge of organizational, planning, records management, and general administration principles
• Ability to communicate effectively and follow oral/written instructions
• Ability to operate standard office equipment (computers, telephones, copiers, fax machines, etc.)
• Detail-oriented, organized, self-motivated, and able to work independently or as part of a team
• Good critical thinking and problem-solving skills