Front Office Administrative Assistant

We are seeking a faith-filled, bilingual (English and Spanish) individual to join our parish team as the Front Office Administrative Assistant. This position is vital in creating a welcoming, professional, and compassionate presence for all who visit or call the parish office. As the first point of contact, you will serve as an ambassador of our Catholic community, ensuring that every interaction reflects Christ’s love and the mission of our parish.

The ideal candidate is a, passionate about fostering relationships that bring people closer to God and into the life of the Church. Fluency in English and Spanish (speaking, reading, and writing) is essential for providing effective communication and service to our diverse parish community. This role requires discretion, maturity, and a genuine desire to serve others, particularly in their spiritual needs. Proficiency in administrative tasks, strong interpersonal communication skills, and a proactive attitude are essential to success in this role.

Essential Duties

• Welcoming Presence: Greet and assist visitors with warmth and hospitality, creating a positive and inviting atmosphere in the parish office.
• Communication: Answer and direct telephone calls professionally, handle inquiries regarding sacraments, policies, and parish events, and provide accurate and timely information.
• Sacramental Coordination: Assist visitors with sacramental inquiries, receive and manage required documentation, and ensure accurate record-keeping.
• Administrative Support: Provide secretarial and clerical support to priests, staff, and ministry leaders, including correspondence, mail distribution, filing, and project coordination.
• Mass Intentions: Schedule Mass intentions and maintain accurate records.
• Office Management: Keep the lobby and reception area neat and orderly; manage office equipment, supplies, and maintenance.
• Parishioner Support: Assist with the collection of funds for parish initiatives and events, including cash or check donations, raffle ticket sales, and food or material contributions, ensuring all transactions are handled respectfully and accurately.
• Facility Access Coordination: Validate facility bookings made by the administrative team, ensuring ministry leaders have appropriate access to buildings and conference rooms through electronic entry systems or physical keys, and address access-related inquiries or issues as needed.
• Other Responsibilities: Assist with mailings, copying, and email communication, and take on additional tasks as assigned by the Pastor or Chief Operating Officer.

Knowledge, Skills, and Abilities

• Bilingual Proficiency: Fluency in English and Spanish (speaking, reading, and writing) is required.
• Communication Skills: Strong verbal and written communication skills to engage effectively with clergy, staff, parishioners, and visitors.
• Technical Proficiency: Skilled in using office productivity software such as Microsoft Office or Google Workspace.
• Interpersonal Skills: A welcoming and empathetic demeanor, with the ability to provide exceptional customer service.
• Organizational Skills: Capable of prioritizing tasks, multitasking, and managing time efficiently.
• Discretion: Ability to handle sensitive matters and maintain strict confidentiality.
• Self-Motivation: A proactive, self-starting attitude, with the ability to work independently and take initiative in solving challenges.

Minimum Qualifications

Education and Experience:

• Associate’s degree in business, communication, English, writing, general studies, journalism, or a related field, along with at least 3 years of experience in an office setting — OR — at least 2 years of experience as a receptionist or administrative assistant in a professional environment preferred.
• Fluency in English and Spanish, with highly proficient speaking, reading, and writing skills in both languages.

Working Conditions

• Required to manage high to moderate levels of stress
• Required to work in the afternoons and evenings
• Required to work in standard office conditions