Administrative Assistant

St. James Catholic Church Administrative Assistant

Location: Jacksonville, Florida

Reports to: Pastor

Part-Time: Up to 10 hours per week: Tuesday – Thursday, 9:00 AM – 12:00 PM

FLSA: Hourly Non-Exempt

General Summary

Under the direction of the Pastor, the Administrative Assistant is responsible for performing a variety of administrative duties for the parish. Strong financial and organizational skills, as well as a willingness to learn new skills, solve problems, and overall dependability and accessibility are important in this role.

Duties And Responsibilities

General Organization

• Respond to work assignments and projects in a timely manner and provides regular status updates on projects and estimated timelines for completion.
• Maintain website, bulletins, and calendar of events for all church activities.
• Maintain an organized, neat, and efficient filing system and creates, updates, and maintains accurate databases, files and other records and information.
• Prepare welcome letters for new members, baptismal instructions, and other administrative correspondence as requested.
• Order office supplies and reorder as needed.
• Additional responsibilities and duties as directed by Pastor.
  
  

Parishioners and Volunteers

• Greet and assist parishioners and visitors during office hours.
• Process New Registration forms and keep parishioner records updated in software.
• Serve as Safe Environment Coordinator for compliance with diocesan policies. Ensure all employees and volunteers have cleared background checks and completed required training.
  
  

Financial

• Manage accounts payable and receivable, ensuring that all bills, invoices and donations are processed in a timely manner.
• Reconcile accounts for month and year-end and maintain chart of accounts.
• Ensure W-9 documents are obtained from vendors and prepare 1099 forms.
• Prepare financial statements, balance sheets and reports for the Pastor and Finance Council.
• Ensure compliance with all Diocesan Fiscal guidelines.
• Document donor gifts and provide accurate acknowledgement for tax purposes.
  
  

Knowledge, Skills And Abilities

• High School diploma or GED and a minimum of one year of administrative experience. Associate degree in business administration or greater preferred.
• Customer service experience.
• Efficient organizational skills.
• Communicate effectively both written and verbal and follow instructions.
• Maintain a respectful and quiet atmosphere in the office.
• Ability to prioritize assignments and work well independently.
• Demonstrate professionalism, empathy, tact, courtesy and diplomacy.
• Maintain a high level of respect, confidentiality, and discretion with sensitive information.
• Proficiency with accounting software and Microsoft Office Suite to include intermediate to advanced Excel skills.
• Must successfully pass the required criminal background check prior to employment and every five years.
  
  

Language Skills

Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Flexibility to work evenings and weekends, when necessary, and ability to travel and drive one's own vehicle to various diocesan locations.