Administrative assistant

Full job description

DIOCESE OF GRAND RAPIDS

POSITION DESCRIPTION

Position Title: Administrative Assistant, Prison and Jail Ministry

Reports To: Director, Prison and Jail Ministry

Positions Supervised : None

FLSA and Hours: Non-exempt, variable to a maximum 19 hours per week (no benefits)

BROAD STATEMENT OF RESPONSIBILITIES:

Provide clerical and administrative support to the Prison and Jail Ministry. Help maintain and grow Catholic services within the 20 correctional facilities located in the diocese.

SPECIFIC DUTIES:

· Answer phone, provide basic information, refer calls to appropriate person.

· Maintain and process accounts receivable and accounts payable. Prepare deposits.

· Process volunteer files electronically and maintain volunteer database in a timely and accurate manner.

· Maintain program inventory and organization of office supplies.

· Contact volunteers to coordinate service schedules.

· Order, package, and mail supply requests and program materials to volunteers and correctional facilities.

· Respond to inmate requests received by mail, as appropriate.

· Assist with training new volunteers and the collection and maintenance of program forms including program application, flow sheet, health reference, and pastor reference.

· Compose minutes for meetings as needed.

· Assist with annual volunteer appreciation activity.

· Create marketing brochures and flyers.

· Coordinate, advertise & assist in semi-annual continuing education events for ministry volunteers.

· Assists in the collection and distribution of annual Christmas Drive items.

QUALIFICATIONS:

• Minimum of two years administrative and ministry experience required. Associate or bachelor’s degree in related field preferred.
• Proficiency in web-based marketing and volunteer management software programs such as Constant Contact and Sign Up Genius strongly preferred.
• Proficiency in MS Office Suite and SharePoint strongly preferred.
• Ability to maintain a high level of discretion, integrity, confidentiality.
• Strong interpersonal, written, and oral communication skills.
• Self-motivated, outstanding organizational skills and exceptional attention to detail.
• Knowledge of and support of the mission of the Prison and Jail ministry.
• Must be able to work directly with program volunteers, chaplains, and facility personal with a range of socioeconomic backgrounds.
• Requires knowledge of the Catholic Church including in-depth familiarity with its structures, functions and institutions.

Please send a cover letter and resume to

Job Types: Full-time, Part-time

Expected hours: 15 – 19 per week

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• Do you have knowledge of the Catholic Church including in-depth familiarity with its structures, functions and institutions?

Ability to Relocate:

• Grand Rapids, MI 49503: Relocate before starting work (Required)

Work Location: In person