POSITION SUMMARY:
The Administrative Assistant II is responsible for providing administrative support for the daily operations of the parish. Administrative Assistant II is also the first point of contact at the parish office, and therefore, must be hospitable, welcoming, professional and customer service oriented. The Administrative Assistant II position employee requires the ability to work collaboratively and cross-functionally with all departments in the parish as well as within the Chancery. This person must be able to independently solve problems, have project management skills and possess a positive proactive attitude.
This position is 30 hours a week, during normal business hours.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
Provide a welcoming presence in the Parish Office, greeting and assisting visitors and parishioners in person and/or by phone.
Assist with Mass Intentions, Baptismal Registrations, Faith Formation Registrations, Wedding Registrations and Funeral Services.
Support Parish Communications Administrative Assistant with scheduling events on the parish events calendar as requested.
Responsible for parish Community Center Rentals, including but not limited to working with the interested party(ies) reserving the facility space (free conflicts with parish events), contractual obligations (fees, insurance, security), and other associated obligations.
Accept calls for Holy Family’s St. Vincent de Paul team and route them appropriately.
Process payments received in the parish front office and allocating the monies to the correct account, using provided chart of accounts.
Order and maintain supplies and inventory for parish office.
Maintain and keep current parish volunteers’ compliance records
Assist with duties assigned by the Business Manager.
Additional tasks as assigned.
OTHER RESPONSIBILITIES:
Respond to emails and phone messages in a timely manner.
Support parish life groups with their events as needed.
Office liaison supporting Weekend Hospitality groups with agreed upon parish provided items, and communication as needed.
Prepare, distribute, collect and record all Offertory Collection Bags as mandated by Diocese of
San José Finance Department
Respond to incoming hospital calls and route to clergy in a timely manner
Interface with Holy Family School providing them assistance and guidance when using the facilities.
Take meeting minutes for our monthly staff meetings and distribute the minutes in a timely manner to staff.
Download online donations (WeShare) into our parish’s database (ParishSoft), in a timely manner.
PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to sit for extended periods of time and use hands in repetitive motion. Must be able to frequently lift and/or move up to 30 pounds.
OTHER REQUIREMENTS:
Knowledge of the Catholic Church structure, culture and its mission.
Able to work cooperatively and collaboratively with other members of the parish staff and Chancery.
Able to multi-task and provide good customer service.
Must be reliable, on time and responsible.
Overtime (if applicable) may be required occasionally.
Must be able to maintain confidentiality.
THIS POSITION COLLABORATES WITH:
Collaborates with Clergy, Liturgy, Faith Formation and Front Office departments, as well as Diocesan Personnel
Education and/or Experience:
Undergraduate Degree
Experience in Catholic ministry, either as a volunteer or paid professional.
Excellent organizational, interpersonal, and communication skills; collaborative leadership qualities.
Must have the ability to identify, invite, train and develop leaders and volunteers.
Computer Skills:
Knowledge of Microsoft Office, Excel, Outlook.
Able to troubleshoot and solve office equipment malfunctions.
Salary Range: $20,00 – $25,00 per hour based on education and experience.
How to Apply: Interested candidates should submit a cover letter and resume at Rebecca.mitz@dsj.org
