Ministry and Administrative Assistant

About the role

This part-time position, working 25 hours per week, Monday through Friday from 10am to 3pm, with some weekends, reports to the Director of Youth Ministry. The role involves working directly under the supervision of the Directors of Youth Ministry and Adult Faith Formation, and the full-time Administrative Assistant oversees and manages all office procedures and other tasks as assigned.

Responsibilities

• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Adheres to safety training and protocols on a daily basis and takes precautionary measures to ensure the safety and well-being of self and others
• Protects the confidentiality of any information or material obtained in the service of the organization
• Oversees all aspects of general office coordination, including ordering supplies, scheduling facilities, and communicating with parish members
• Maintains office calendar to coordinate workflow and meetings
• Monitors and assists with providing information for the organization’s website, weekly bulletin, and monthly newsletter
• Maintains the Youth Ministry Instagram account
• Assists in answering telephones and transfers calls to appropriate staff members when required
• Performs general clerical duties, including copying, faxing, mailing, and filing
• Coordinates deposits related to YM and AFF events with the bookkeeping office
• Files and retrieves organizational documents, records, and reports
• Supports staff in assigned project-based work and may assist volunteers and other support personnel as directed
• Assists in special events, such as registration, fundraising activities, and YM and AFF events, which may include weekends
• Creates registration forms for classes, events, retreats, etc.
• Coordinates transportation for retreats and other events
• Collects and deposits payments for events
• Tracks attendance for classes in YM and AFF
• Contacts parishioners about missing paperwork for OCIA and Adult and Teen Confirmation
• Sends out Flocknote meeting reminders and updates
• Tracks teen Confirmation online assignments and contacts parents for missing assignments
• Creates sign-in sheets and prints for YM and AFF classes

Requirements

• Must adhere to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith
• Must take a solution-oriented approach in interactions and undertakings, and be a team member that promotes collaboration and commitment to the Mission and Vision of the organization

Qualifications

The minimum qualifications for this role include a high school diploma or equivalent.

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 computers, telephone systems, typewriters, calculators, copiers, and facsimile machines
• Ability to follow oral and written instructions
• Basic knowledge of MS Office products, including Word, Excel, and Publisher
• Basic knowledge of social media platforms, such as Facebook and Instagram

Experience

• Must be a practicing Catholic with a deep love for the church
• At least four years of experience working in an administrative role, providing direct support, and experience in working in ministry, especially youth ministry
• Bilingual in Spanish and English (preferred)