Administrative Assistant I

Administrative Assistant

(Monday thru Friday: 8:00 am - 4:00 pm)

Purpose of this Position

Work in an administrative capacity supporting the ministerial work of all pastoral teams at St. Leo the Great Catholic Church.

Employment Status: Full time, non-exempt: 40 hours.

Position Reports to: Pastor

Qualifications

• Practicing Catholic who fully supports Church's teachings.
• On board with the St. Leo the Great Pastoral Plan
• Function as a team member in the office and fulfill other duties as needed.
• Possess good interpersonal communication skills
• Possess strong organizational skills, self-motivated to accomplish daily tasks efficiently and on time and attention to detail.
• Computer skills including Word, Excel, Outlook, Publisher, PDS and other management software.
• Good verbal and written communication skills to provide parish information to staff and visitors to the office, as well as on the telephone.
• Flexible with time and able to prioritize tasks as needed.
• Keep confidentiality of parish and parishioners' information, prudence in all matters and professionalism when dealing with difficult and sensitive cases.
• Knowledge of how the parish operates
• Fluent in Spanish is a plus.
• Knowledge in maintenance and administration of websites and social media platforms a plus.

Office reception and Communication

• Welcomes and assists visitors/parishioners when they come to the office or on the phone.
• Transfers calls to the appropriate staff, answer voice mails, and take messages for the priests and other staff, when needed.
• Responds or direct any general incoming e-mail, phone calls and phone messages.
• Assists parishioners on all their immediate needs and direct them as necessary
• Takes messages regarding sick calls and pass along to clergy.
• Provide pulpit announcements for Sunday and other solemnity according to parish and diocesan calendar of activities.
• Oversight of office equipment maintenance and office supplies inventory.
• Receive and sort all incoming mail.
• Receive and record cash and check Mass intentions and other donations
• Enter weekly donation envelope information into PDS system
• Place order and keep updated inventory of office supplies, and supplying books, pamphlets to racks in church vestibule.
• Oversee church buying and maintenance of office equipment
• Organize and maintain office files

Coordination and Sacramental Information

• Provides sacramental information to parishioners
• Schedules Mass intentions upon request. Maintain the Mass Intention spreadsheet, provide Mass cards, and collect and process Mass offerings, prepare weekly schedule for sacristy and non-announced Masses.
• Responsible for parish registrations and census information. Maintaining and updating parish database.
• Responsible for of sacramental, and wedding and funeral intakes.
• Manage and update the parishioner data base.
• Coordinate scheduling of weddings and funerals with Wedding and Funeral Ministries as well as communicating with Director of Music
• In coordination with parish scheduler, assist parishioners in scheduling baptisms, weddings and funerals.

Pastoral Assistance

• Support goals, actions and lead agents of Parish Pastoral Plan in line with vision and mission of the parish.
• Assists the pastor with specific needs for pastoral programs: Material preparation, date usage and recording, facility preparation, etc.
• Prepare parish and pastor mailings and reports when needed.
• Prepare letters of recommendation and other correspondence whenever needed or requested
• Assist the pastor with specific needs for pastoral programs: Material preparation, date usage and recording, facility preparation, etc.
• Provides pulpit announcements for Sunday and other solemnity according to parish and diocesan calendar of activities
• Maintain files for church events, correspondence, general information, etc
• Keep open communication with leaders of parish offices, ministries, groups and organizations.
• Assist, manage and update different parish marketing needs of the parish such as: Website, social media platforms, flyers, pulpit announcements, weekly e-mails, etc.
• Produce and design printed materials as needed.
• Responsible for the management and update of different parish marketing needs such as: Website, social media platforms, flyers, pulpit announcements, weekly e-mails, etc.
• Help coordinate non-liturgical activities such as Volunteer Appreciation Dinner, Family Fest, Parish Picnic, etc.
• Perform other duties as requested by the pastor.

Applicants: Cover letter and resume should be sent to: [email protected]