Administrative Assistant for Youth Ministry

ARCHDIOCESE OF LOS ANGELES
ST. RAPHAEL PARISH

POSITION: Youth Ministry Administrative Assistant

DEPARTMENT: Parish Ministry; Religious Education; Clerical

SUPERVISED BY: Pastor

EMPLOYMENT STATUS: Part time -hourly; 20-25 weekly

Grade: NON-EXEMPT

POSITION SUMMARY: In collaboration with the Pastor, Confirmation Coordinator, Business Manager, and other Clergy/Staff as necessary, the YM Administrative Assistant is responsible for the administrative duties specific to the Parish Confirmation and Youth Ministry Programs. Particularly, supporting the Confirmation Coordinator with the administrative elements of implementing a parish based pastoral ministry with youth. In doing so, performing reception and routine clerical duties; coordinating effective verbal and written communications, coordinating ministry finances, coordinating all aspects of the registration process for the first and second year Confirmation students, including data entry, tracking and verifying documents, attendance, and office receipts (tuition, donations, fees, etc.). Develops close communication, collaboration, and mutual support from parish staff as necessary, families of youth, as well as other community and parish youth organizations. An ideal candidate would have desire and motivation to learn and grow toward a ministerial role of teaching and facilitating youth gatherings and Confirmation sessions. The YM Administrative Assistant is responsible for adhering to all Parish and Archdiocesan policies, including the Safeguard the Children requirements. This person reports to the pastor and parish committees as required.

ESSENTIAL DUTIES AND RESPONSIBILTIES:
CONFIRMATION

Assists Confirmation Coordinator and team in Confirmation formation process including but not limited to:

Coordinating the administrative aspects of parish confirmation process for high-school age teens, including planning and implementing the two-year curriculum

Assists with promoting, and implement fundraising as appropriate for ministry needs

Prepares and distributes registration information packets for incoming participants/parents

Ensures all appropriate forms are completed and signed accordingly

Maintain all necessary and pertinent office and program records

Serve as resource and Staff contact to teens and their parents

Inputs and maintains current sacrament records for parish files

RECRUITMENT AND TRAINING OF LEADERS

Coordinates registration in diocesan-sponsored (and other) training programs

Support for regular collaboration between Coordinator and Volunteers

Ensures all adult volunteers are trained in compliance with Safeguard the Children program

Ensures appropriate forms are completed, signed, and up to date as outlined by parish and Archdiocesan Guidelines

Maintains regular and clear communication with Volunteers as necessary

Works with team to develop goals, strategize, plan, and implement ideas

ADMINISTRATION & COMMUNICATION

Performs routine reception and clerical duties

Submits annual financial report and budget, administers budget throughout the year

Prepares and submits weekly office receipts for deposit to Parish Bookkeeper

Maintains accurate and current records of expenses and income, including donations and tuition receipts

Data entry: tracking, verifying, and inputting receipt of necessary and appropriate documents

Maintains accurate and current attendance and document records of Confirmation students

Determines effective means for publicizing and promoting programs and activities

Prepares and distributes program/activity related communications to students and families

Maintains regular and clear communication with Parish Business Manager and other clerical staff as pertinent and necessary

Ensures the safety and well-being of students and volunteers by maintaining up to date records, forms, and signatures. And relaying necessary information to all.

Submits periodic reports to Pastor detailing Confirmation programs and activities

Keeps parish faith community informed of Confirmation activities

Coordinates scheduling of youth events and activities

Advises, communicates, and cooperates with other parish and diocesan organizations

Responsible for all safekeeping of all forms, documents and records

Submits quarterly reports of Volunteer Records to Volunteer Database Coordinator

Participate as active member of Safeguard the Children Committee

Provides pertinent information and documentation to complete Annual Safeguard Audit

Performs additional services and tasks as requested by Business Manager or Pastor

NECESSARY QUALIFICATIONS

Active member of a Roman Catholic parish faith community

Live in such a way that is consistent with moral teachings of the scriptures and the Roman Catholic Church

Sensitivity to controversial issues and able to respond according to Church teaching as articulated by Archbishop

Experienced in teaching faith to adults, youth, and children

Able to maintain confidentiality

Able to effectively communicate with all age groups, from varying cultural and social backgrounds

Able to follow instructions and take direction well

Works well in a collaborative effort with other team members to accomplish tasks and achieve goals

Skilled in organization, planning, time-management, communication and implementation, both oral and written forms.

Proficiency with the uses of media and technology for effective program implementation including Microsoft Word, Power Point, Excel

Submit to a confidential background investigation through the Archdiocese of LA

Complete the Virtus Protecting God's Children Program for Adults and ensure all volunteers complete and adhere to the guidelines required by ADLA

ADDITIONAL REQUIREMENTS

Bilingual-English & Spanish written and oral. Desired, but not necessary

*Living-wage salary commensurate with experience