Administrative Assistant to the Religious Education Office

Description

Job Summary

The Administrative Assistant for the Religious Education office reports to the Director of Religious Education in coordinating all of the office activity. The Administrative Assistant will effectively manage incoming phone calls, visitors, and Volunteers to ensure that all arrive at the intended destination. The administrative assistant will assist in maintaining financial and database recordings, as well as all paperwork affiliated with maintaining the effectiveness and efficiency of the ministry done on the Religious Education team.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the Parish (Santa Cruz Catholic Church), which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at Santa Cruz Catholic Church help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

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 Santa Cruz 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
• Handle incoming calls to the RE office in person
• Coordinate visitor reception and arrival announcements
• Manage inventory control of office supplies specific to the RE department
• Assist RE Staff with the daily office operations as assigned
• Organize and coordinate the registration process 
• Collect and organize all paperwork affiliated with all Sacraments, retreats, meetings, etc.
• Maintain and update the faith formation database, ensuring accurate records of student registration, class attendance, and sacramental preparation progress.
• Assist in the preparation and distribution of class materials, including calendars, rosters, and lesson plans
• Track and report student attendance for weekly faith formation classes and sacramental preparation programs
• Provide administrative support for catechists and volunteers, including photocopying, organizing supplies, and managing communication
• Maintain files/records/documents including input of data in spreadsheets and diocesan databases and sacramental records
• Respond to email and phone correspondence in a timely manner
• Accept and record payments for events, retreats, etc.
• Responsible for the day-to-day physical operations of the RE office including: inventory control of office supplies and assurance of a pleasing atmosphere for visitors, parishioners, and staff.
• Support the front office staff, as needed
• Work cohesively with other departments and coworkers, as part of a team.
• Facilitate and execute communications with parish staff and the parish in regards special events
• All other duties as assigned

Knowledge, Skills, and Abilities

• Excellent people relation skills for representing the parish to those who will call, write or visit.
• Administrative ability to organize clearly and communicate effectively.
• Ability to create a welcoming, customer service focused environment.
• Self-starter, who is organized, works independently, sets schedules, and prioritizes tasks with minimum supervision.
• Ability to work under pressure while multi-tasking.
• Ability to honor and maintain confidentiality.

Requirements

 Minimum Qualifications:

Education and Trainings:

• High school graduate or equivalent

Experience:

• Three (3) years of full-time, wage-earning, general reception/volunteer coordination experience.
• Two (2) years of experience in word processing and data system computer programs.

Language:

• English (proficient in conversing, reading, and writing
• Spanish (Proficient in conversing, reading and writing)

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver’s license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.