The Faith Formation Administrative Assistant enhances the effectiveness of the parish Faith Formation team by coordinating and providing professional administrative support and clerical services; supports the Director of Faith Formation or designee and parish staff in a variety of ways in providing for the faith formation of youth and adults of the parish.
Essential Duties and Responsibilities:
- Serves visitors by greeting, welcoming, and directing them.
- Provides receptionist services for the Faith Formation office including the recording of clear and accurate messages, the handling routine questions about policies, events, etc.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics whether by scan, fax, or e-mail.
- Fulfills administrative duties for the Faith Formation team to include preparing and sending correspondence, filing, scheduling, creating and updating forms, updating bulletin boards, counting and tracking monies that come in from parents, students, and staff; prepares weekly deposit and submits to Finance Office.
- Creates and maintains a variety of permanent records to include rosters, letters, financial records and registrations; gathers all required information for those preparing for Sacraments such as baptismal certificates.
- Coordinates, sets-up, and assists with administrative needs for meetings, conferences, liturgical celebrations, and other events as needed.
- Prepares reports by collecting information and data.
- Maintains catechist contacts, files, and documents.
- Maintains database of families and students enrolled in programming; completes registrations; updates records for families; prepares reports as needed or requested; updates records with Sacramental Dates; assists in the registration of families for formation programs annually.
- Attends required meetings and gatherings, taking meeting minutes and offering assistance as needed.
- Orders faith formation related office and catechist materials.
- Maintains supplies and resources for faith formation in an organized manner.
- Maintains confidentiality in all areas of responsibility as required.
- Contributes to team effort by accomplishing related results as needed.
- Performs other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
- Bachelor's Degree preferred; minimum of 6 years at the Administrative Assistant level; and/or 3 years as an office supervisor or office manager.
- Must have experience in technology-based office management and office support.
- Requires proven multi-tasking capabilities.
- Ability to effectively prioritize tasks and time demands.
- Proficient in Microsoft Word and PowerPoint; working knowledge of Excel and Outlook.
- Requires excellent writing skills. Must possess a heightened sense of confidentiality and a strong sense of respect for and knowledge of the Roman Catholic Church.
- Must be able to work well with various personalities within the Catholic Church.
- A high level of organizational and interpersonal skill is required.
- Attention to detail and working well with others is also required.
- Must possess the ability to read and analyze routine correspondence and compose appropriate responses; ability to respond effectively to common inquiries from internal and external sources; ability to effectively present reports and information to constituents.
- Must be fully bilingual.
- Ability to define problems, collect data, establishes facts, and draw valid conclusions.
- The ability to sit and stand for long periods of time.
- Must be able to reach, grasp, feel, and see up close and from afar.
- Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation.
- Must be able to communicate verbally and in written form.