Faith Formation & Youth Ministry Assistant

Description

The Faith Formation/Youth Ministry Administrative Assistant provides administrative and clerical support for the parish’s catechetical, faith formation and youth ministry programs. This position supports the Director of Faith Formation by coordinating administrative processes, maintaining records, assisting with communications, and supporting program logistics. Responsibilities may vary based on parish size, structure, and specific ministry programs.

The Diocese of Orlando four core values lay the foundation for the work performed by employees:

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and functions outlined herein are representative of the types of tasks performed within this classification. They are not listed in any order of importance. The omission of specific duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this role. Other duties may be required and assigned.

• Serves as point of contact providing front office and receptionist support for the ministry, including answering phones, recording and relaying accurate messages, and responding to routine questions regarding programs, policies, and events. 
• Performs general administrative duties including preparing and sending correspondence, scheduling, maintaining files, and creating and updating forms and materials. 
• Maintains records related to faith formation programs, including registrations, rosters, sacramental documentation, attendance, youth ministry and catechist information. 
• Maintains and updates databases of families and students enrolled in programs; processes registrations and updates sacramental records and program participation data. 
• Ensures that all adult leaders/advisors comply with diocesan safety regulations (i.e., finger printing/criminal background check). 
• Coordinates  all parish youth ministry activities in collaboration with the Faith  Formation Director, including the planning, promotion, administration,  and implementation of youth programs, retreats, service opportunities,  leadership development initiatives, and special events for middle school and high school youth. 
• Coordinates and supports administrative needs for meetings, classes, sacramental preparation, liturgical celebrations, retreats, youth ministry and other parish events. 
• Collects, tracks, and records program-related payments; prepares deposits and submits documentation in accordance with parish financial procedures. 
• Gathers and maintains required sacramental documentation, including certificates and related records. 
• Prepares reports by collecting and organizing information and data as requested. 
• Orders and maintains supplies, materials, and resources for catechetical programs and ministry activities. 
• Maintains organized filing systems, bulletin boards, and program materials. 
• Attends meetings as required, records minutes, and provides administrative support as needed. 
• Maintains confidentiality of sensitive information. 
• Supports general parish administrative operations as needed and contributes to overall team effectiveness. 
• Performs all other duties as assigned. 
• Weekend and evening hours will be necessary. The supervisor will adjust the weekday schedule to accommodate scheduling needs.  

Requirements

QUALIFICATIONS

To  perform this job successfully, an individual must be able to perform  each essential duty satisfactorily. The requirements listed below are  representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

CATHOLIC FAITH

Requires  an appreciation and respect for the Catholic Church and its teachings.  Church employees must conduct themselves in a manner that is consistent  with and supportive of the mission and purpose of the Church. Their  public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese. 

EDUCATION and/or EXPERIENCE

High  school diploma or equivalent required, supplemented by three (3) or  more years of experience in an administrative or office support role.  Experience in a parish, school, or ministry environment preferred. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, required. 

OTHER SKILLS and ABILITIES 

• Strong organizational and interpersonal skills with attention to detail. 
• Ability to perform routine administrative tasks with accuracy and efficiency. 
• Ability to read, interpret, and compose routine correspondence with a strong command of the English language. 
• Ability to record and prepare meeting minutes as assigned. 
• Ability to perform basic mathematical functions such as addition, subtraction, multiplication, and division. 
• Ability to manage multiple tasks and prioritize work in a dynamic environment. 
• Proficiency in Microsoft Office applications, including Word and Outlook; working knowledge of Excel preferred. 
• Ability to maintain confidentiality and handle sensitive information with discretion. 
• Ability to interact professionally and work effectively with clergy, staff, volunteers, parishioners, and families.  
• Demonstrates respect for and understanding of the mission and teachings of the Roman Catholic Church. 

WORKING CONDITIONS 

Work is primarily performed in an office setting with periodic support of parish programs and events. The employee may be required to work beyond a standard 8-hour day, including evenings and weekends, depending on program schedules and parish needs. 

PHYSICAL REQUIREMENTS 

Tasks  require the ability to exert light physical effort in sedentary to  light work, which may involve lifting, carrying, pushing, and/or pulling  objects and materials of light weight (up to 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.  The position requires the ability to sit and stand for extended periods  and use standard office equipment, with or without reasonable  accommodation. Must be able to communicate effectively in both verbal  and written form. 

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.