Description

Employment Status: Full-Time* 

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday – Friday 8:30 am - 2:30 pm / 30 hours per week

Reports to: Pastor or delegate

*Full-time benefits include:

• Paid Holidays/Holy Days
• 403b Retirement
• 401 (a) Pension Plan 
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability

Summary:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Position Responsibilities:

• Answers and transfers phone calls, screening when necessary
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments
• Prepares agendas and schedules for meetings
• Records and distributes minutes or other records for meetings
• Maintains office supplies and coordinates maintenance of office equipment
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned. 

Sacramental Records 

• Responding to requests received by telephone, email, or online for information regarding sacramental preparation (Journey in Faith, Baptisms, Adult Confirmation, Marriage, etc.). 
• Coordinates Works closely with the Journey in Faith Coordinator in assessing Sacramental needs and in documentation processes. 
• Coordinates Baptisms and Adult Confirmations for the parish, working with the Pastor, Deacon, Adult Confirmation Instructor and Facilities Coordinator in scheduling classes and some Sacraments. 
• Records all Sacraments in the Sacramental Books, sends all appropriate information to churches of Baptism, the Archdiocese, etc. Update existing sacramental records with information received from other parishes or diocesan tribunal offices.
• Responds to requests for Sacramental certificates from the archdiocese, other parishes, and individuals. 

Requirements

Minimum Qualifications:

Education:

• High school Diploma or equivalent
• Associate’s degree preferred

Experience:

• At least four (4) years’ experience of working in an administrative role providing direct support 
• Bilingual in Spanish and English
• Participates in ongoing formation and educational opportunities 

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Must have good critical thinking and problem solving skills.
• Ability to establish and maintain effective working relationships
• Exceptional communication and collaboration skills
• Ability to work in fast-paced environments
• Supports and upholds the philosophy of Catholicism and the mission of the parish
• Adheres to the Code of Conduct and the Faith and Moral Policy is mandatory
• Ability to work evenings, weekends and holidays when necessary 
• Ability to maintain confidentiality
• Experience with computer software and Microsoft Office Applications; 
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.