What are the responsibilities and job description for the Administrative Assistant position at Diocese of Austin?
Description
Job Summary:
The Administrative Assistant is responsible for assisting the Parish Staff.
Ministerial Character
As beloved sons and daughters of God, we, the parish of Saint William, are called to proclaim, by word and deed, the Gospel of Jesus Christ, crucified and risen. By the guidance of the Holy Spirit and the grace of the Sacraments, we endeavor to lead all souls to heaven by fostering spiritual healing and equipping all people for the work of ministry.
We are a vibrant, growing parish seeking a full-time Administrative Assistant who is a strong servant leader with the ability to work creatively in a fast-paced environment. The Administrative Assistant will use this position to strengthen and uphold the Pastor’s vision and become an effective member of the Saint William staff.
Essential Job Duties
Minimum Qualifications:
Education And Training
Job Summary:
The Administrative Assistant is responsible for assisting the Parish Staff.
Ministerial Character
As beloved sons and daughters of God, we, the parish of Saint William, are called to proclaim, by word and deed, the Gospel of Jesus Christ, crucified and risen. By the guidance of the Holy Spirit and the grace of the Sacraments, we endeavor to lead all souls to heaven by fostering spiritual healing and equipping all people for the work of ministry.
We are a vibrant, growing parish seeking a full-time Administrative Assistant who is a strong servant leader with the ability to work creatively in a fast-paced environment. The Administrative Assistant will use this position to strengthen and uphold the Pastor’s vision and become an effective member of the Saint William staff.
Essential Job Duties
- As an integral part of your ministry for the Church, as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of Saint William Catholic Church in both your professional and personal life.
- Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
- Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.
- Manage daily administrative activities in support of the pastor, including coordination and calendaring of events; filing, reviewing, and processing mail; screening and responding to calls and messages; drafting and preparing correspondence.
- Ensure that all sacramental records for the parish are accurate and up-to-date.
- Support the day-to-day operations of the parish front office.
- Answer the phone
- Welcome visitors
- Provide information
- Take accurate messages and route them to staff in a timely manner
- Notify staff of a visitor's arrival
- Handle incoming mail
- Update internal telephone greetings as needed
- Check voicemail
- Compose and type letters in English and Spanish
- Enter information in the parish database
- Enter Sacramental information in Registers and database
- Print out sacramental certificates
- Write receipts
- Create forms needed for the Parish
- Church Data Base postings
- Catholic school verification
- Administrative and clerical tasks
- Accounting task as assigned
- Scheduling Support
- Faith Formation registration
- All other duties, as assigned
- Pray for 30 minutes a day.
- Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.
- Ability to operate various word-processing software, spreadsheets, and database programs.
- Ability to proficiently communicate in English and Spanish (conversing).
- Ability to organize, prioritize, and utilize effective time management techniques.
- Ability to maintain confidentiality at all times.
- Ability to carry out multiple tasks and meet deadlines.
- Ability to follow instructions furnished in verbal or written format.
- Ability to move heavy material.
- Skilled in Microsoft Office and cloud-based applications.
Minimum Qualifications:
Education And Training
- High School Diploma or GED acceptable to the Texas Education Agency.
- Two (4) years of full-time wage-earning related work experience is required
- English & Spanish
- Must be a practicing Roman Catholic in good standing.
- Valid Texas Driver’s license
- Must be certified in the Diocese of Austin EIM within 60 days of employment and maintain certification throughout the employment period.
- Employees of Saint William are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the Church.
- Saint William is an at-will employer.
- All buildings and vehicles owned by Saint William are tobacco free.
- Working in a fast-paced environment with priorities and plans that may change rapidly.
- Working on weekends, evenings, and some holidays may be required.
- Will be exposed to religious ceremonies, conduct, and speech, including Catholic Christian prayer and liturgical celebrations.
- Will be required to adhere to dress codes and conduct standards, including but not limited to EIM standards of conduct in the workplace and outside of the workplace.
- May be required to use personal vehicles to drive to other parishes or other off-site locations.
- Traveling within and outside the parish to meetings and other events may be required.