Administrative Assistant

Description

Employment Status:  Part-time 

FLSA Status: Non-exempt/Hourly

Work schedule: Monday – Friday 8:30 a.m.-6:00 p.m. (30 min. unpaid lunch) - 40 hours per week - varied schedule between 2 part time positions to cover time period.

Reports to: Parish Operations Director

Part-time Benefits may include: 

(Benefits may vary by location)

· Paid Holidays/Holy Days

· 403b Retirement

· Employee Assistance Program

*Benefits may vary based on employment status and location.

Summary:

The Receptionist/Administrative Assistant operates multi-line telephone system to answer, screen, and forward incoming calls; directs callers to appropriate offices, greet visitors and assists with inquires on the phone and in person.  Provides a welcoming atmosphere for all our guests and supplies information regarding the organization and performs a variety of tasks. 

Requirements

Position Responsibilities:

• Answers multi-line telephone and screens and direct calls to the appropriate personnel. 
• Welcomes and greets visitors and responds to all inquiries in a professional and courteous manner, in person, on the  telephone or e-mail.
• Directs visitors to appropriate areas with detail instructions.
• Answers questions about the organization and provides callers with addresses, directions, and other information as needed. 
• Responsible for data entry of parishioner registration and/or religious education forms into parish database.
• Assists Priests and staff with various tasks as assigned.  Answers and transfers phone calls, screening when necessary.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares agendas and schedules for meetings.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.   
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team   member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned. 

Minimum Qualifications:

Education:

• High school Diploma or equivalent
• Associate’s degree preferred

Experience:

• At least two (2) years’ experience of working in an administrative role providing direct support 
• Experience with multi-line telephone system. 
• Previous customer service experience.
• Excellent verbal and written communication skills.
• Ability to communicate with all levels of management and staff.
• Punctual and dependable.

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Computer - Intermediate experience with Microsoft Office (Word, Excel, Outlook, Publisher)
• Bilingual - Fluent in English and Spanish preferred.
• Sacraments - General knowledge of Catholic doctrine to assist staff and parishioners.
• Multitasking - Ability to perform a variety of tasks, often changing assignments on short notice.
• Detail Oriented - Pay close attention to detail.
• Patient/Compassionate - Ability to show patience and compassion in dealing with parishioners, volunteers, and students.
• Possesses a servant’s heart and serves as an example to others.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.