Administrative Assistant

Employment Status: Part-Time

FLSA Status: Non-Exempt (Hourly)

Schedule:  Tue & Fri (9 am - 5pm) and  Wed (1pm-5pm) / 18 hours per week

Reports to: Pastor 

Summary:   

The Administrative Assistant establishes the first impression of the Pastoral Office as a welcoming presence for parishioners and guests. Pleasant and professional assistance is provided for in-person, telephone and electronic contacts, questions and requests for information. The incumbent accomplishes other tasks as assigned by the Pastor and Business Manager, and serves as the parish’s registrar of sacramental records of the church. Excellent office etiquette is a must, as is an ability to manage multiple tasks engaged with a variety of people in varied situations. 

Position Responsibilities:

• Must be sensitive to the service population’s cultural and socioeconomic characteristics
• Must maintain neat and professional appearance at all times
• Answers and transfers phone calls, screening when necessary
• Maintains filing systems as assigned
• Provides administrative support to Pastor, and assists with his record keeping, work flow and correspondence. Assists other staff as necessary. 
• 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
• Records and distributes minutes or other records for meetings
•  Prepares and maintains Newcomer Packets. Prepares, prints and orders materials and literature for the packets in coordination with the communication staff and volunteers.
• Maintains office supplies, all incoming and outgoing mail, and coordinates maintenance of office equipment
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.  
• Accepts deliveries, or directs that deliveries be left in appropriate locations.
• Keeps bulletin boards and reception area neat, clean and organized with current, approved materials.
• Promotes and solicits new business for the rental of the venues, following up on leads from phone and online inquiries.
• Schedules and conducts tours of the venue with potential clients.
• Manages all bookings for events and consults with clients to assess and understand their need for the event.
• 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 four (4) years’ experience of working in an administrative role providing direct support 
• Bilingual in Spanish and English

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Experience with computer software and Microsoft Office Applications; 
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem solving skills.

Physical Demands/ Work Environment: 

While performing the duties of this job, the employee is frequently required to stand, walk, sit, and occasionally required to climb stairs, balance, stoop, kneel, or crouch. The employee must frequently lift and or move up to 25 pounds. The noise level is moderate in the office environment.

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.