Administrative Assistant

THEODORE’S CATHOLIC CHURCH

DESCRIPTION OF POSITION:

 Administrative Assistant: The Administrative Assistant performs routine functions under the direct supervision the Pastor.

JOB DUTIES:

•  Provides general information to persons calling or visiting the parish or school and utilizes other church, social service, community and/or government directories to provide accurate and helpful information.
• Answers incoming telephone calls and forwards appropriately; receives visitors and responds to their needs or refers them to appropriate person or place.
• Schedule, record, and receive payment for mass intentions. Report mass intentions, along with other announcements, to the appropriate parties on a weekly basis.
• Assures incoming and outgoing mail and/or packages are handled appropriately. Opens and distributes incoming mail and packages and assures outgoing mail is taken to the mailbox daily. Assists in bulk mailings.
• Outgoing mail includes the mailing of checks for the CBO once signed by the Pastor/lay signor. Check stubs must be attached to the invoices and organized for transport to the CBO.
• Incoming mail includes handling of check payments in the parish office. All checks must be stamped for deposit only and kept in the safe. All invoices must be sorted and provided to the CBO in a timely manner.
• Assures the establishment of office record-keeping systems. Accomplishes this by developing and maintaining filing systems. Including the Sacramental record keeping system. Records all weddings, baptisms, funerals as well as those who receive the first Eucharist, first Penance and Confirmation.
• Oversees an inventory of office supplies. Orders materials, supplies, or equipment as needed. Oversees the maintenance contracts for the various office machines.
• Assures census records (ParishSoft) are updated on a regular basis. Accomplishes this by adding/deleting/ changing information as needed.
• Coordinates volunteers for money-counting and record-keeping. This is accomplished by recruiting, screening, training, supporting, and overseeing the work of volunteers for these tasks.
• Coordinates scheduling of events in conjunction with weddings and funerals. Contact appropriate people involved in these services, communicating with families/relatives regarding the procedure for these services and ordering Mass cards, information sheets etc. appropriate for the service.
• Assures the maintenance of an offering envelope system. Updates data on a regular basis. Assures that contributions are posted to individual parishioner’s ledgers (ParishSoft) on a weekly basis, and contribution statements are mailed in a timely and efficient manner.
• Assures the bulletin is prepared and produced in a timely and efficient manner. This is to include the weekly financial numbers. Coordinate other parish communications both internal and external. This includes the website and Facebook page maintenance.
• Collection and review maintenance request forms. Communicate maintenance requests to the 3^rd party maintenance vendor.
• Maintain custody of tamper evident bags. Issue tamper evident bags and maintain the tamper evident bag log in accordance with Diocesan policy.
• Assist the Pastor and Central Business Office with additional tasks as requested.
• Assist in policy enforcement at the parish level for the purpose of maintaining operational efficiency and audit compliance. This includes the obtaining of proper insurance and other required documentation related to vendor procurement and maintenance.
• Maintains a level of professionalism and expertise. This is accomplished by participating in diocesan-sponsored training, attendance at workshops and classes, and/or membership in local organizations.

Job Type: Full-time

Salary: $21.00 per hour

Benefits:

• 403(b) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

NECESSARY QUALIFICATIONS:

1. Active member of a Roman Catholic parish faith community. (This requirement may be satisfied by a person who has knowledge of and is willing to function in a manner consistent with the mission
2. of the Catholic Church.)
3. Some High School course work for entry level; equivalent to High School graduation for experienced level.
4. Proficiency with Microsoft Office applications required.
5. Excellent verbal communication skills.
6. Ability to honor and maintain confidentiality.

Applicants must submit a resume and three references to