Position Title: Administrative Assistant – Bilingual
Employment Type: Full-time (35 hours/week, some evenings and weekends required)
Supervised by: Chancellor/Director of Office of Evangelization and Catechetical Ministry
FLSA Status: Non-Exempt; hourly
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Salary Range: $19.72/hr – $23.89/hr
Position Summary:
The Administrative Assistant provides support in the general operations of the Office for Evangelization and Catechetical Ministry (OECM), and is responsible for providing administrative support to the Chancellor and Associate Directors of the OECM. This position assists in but is not limited to: performing clerical functions, extensive data entry, maintaining and creating new databases, preparing reports, flyers, brochures, materials and manuals for workshops, courses and scheduling and setting up meetings.
Primary Responsibilities:
- Perform clerical/secretarial duties for supervisor and staff
- Answer telephones professionally and direct calls appropriately
- Responds to inquiries from directors for catechetical ministry, catechists, and pastors, and clarifies policies
- Order and purchase office supplies, books and materials
- Schedule meetings and assist in the organization of departmental events (both onsite & Offsite
- Schedules Pastoral Center rooms for meetings and events, provides set up and hospitality when needed
- Maintain and create new databases as needed
- Maintains the catechist computer ACCESS database
- Data entry- update parish contact lists, transcripts, and certifications for all catechists and school religion teachers
- Prepare and send regular and bulk mailings
- Attend staff and planning meetings when appropriate
- Compiles, types, designs and formats workshop flyers and materials
- Prepares materials for Basic Catechist Formation courses, processes registrations and prepare certificates and permanent record cards
- Process income and check requests, maintain petty cash
- Bills parishes for past due fees when necessary
- Assists in payment of accounts payable and maintains financial records
- Assist in translating materials when appropriate
- Assists with email and social media communication and updates website in both English/Spanish
- Fill in at Pastoral Center reception desk as scheduled
- Other duties as assigned
Knowledge & Skills:
- Must be proactive; professional; well organized; attentive to details; able to perform multiple tasks simultaneously; able to set priorities and meet deadlines; possess a strong work ethic; punctual
- Must be able to maintain confidentiality
- Excellent verbal and written communication skills
- Problem solving- ability to gather and analyze information and resolve problems in a timely manner.
- Proficiency with Microsoft Offices Applications (Must be proficient in ACCESS)
- Pastoral with excellent people skills
- Team player
- Able to work fast-paced in a stressful environment
- Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church and its diverse members
Education & Experience:
- Bilingual & Biliterate (English/Spanish) Required
- Minimum three years’ experience with administrative assistant and office procedures required
- Demonstrated experience with Microsoft Office Suite (Word, Excel, Access, PowerPoint, Publisher, Outlook)
- Experience with graphic design platforms
- Knowledgeable in social media communication
- Experience in evangelization, catechetics, catechetical terminology preferred
Physical Demands:
While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the facility to attend and assist with meetings, briefings, and other work-related events. The employee must occasionally lift and/or move up to 50 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Please send cover letters and resumes to Maria Olivia Galvan, Chancellor/Director: mgalvan@sdcatholic.org
