Administrative Assistant and Office Manager
St. Joan of Arc Catholic Church Yorktown
SUMMARY PURPOSE OF THIS POSITION
The purpose of this position is to serve as a trusted and confidential administrative assistant and office manager to the pastor; to collaborate with the pastor, staff members, and the parish community in implementing the mission of the parish; and to perform assigned administrative duties.This position develops and directs administrative and office programs and policies.
RESPONSIBILITIES AND TASKS
The Administrative Assistant/Office Manager is responsible for:- Exercising independent judgment in the ordinary management of the parish office
- Oversight of administrative and general parish management programs.
- Ensuring that appropriate personnel, diocesan, stewardship, administrative policies, and standards are implemented.
- Recording and maintaining the ParishSoft Family Directory to include registrations, updates, mailings, and accurate recordkeeping of active/inactive files.
- Typing and mailing correspondence for the pastor
- Maintaining the pastor's schedule, reservations, travel arrangements, etc.
- Welcoming parish office and church visitors during weekdays
- Answering telephone calls, emails, and updating the parish electronic communication board
- Composing, typing, editing, and sending out weekly bulletins
- Composing and typing all Mass Intercessions/Scripts, and weekly announcements for each weekend Mass or special liturgy
- Recording and scheduling all Mass intentions
- Preparing and submitting information for ParishSoft to the Bookkeeper/Pastor for annual reports
- Maintaining telephone voicemails in regards to messages
- Participating in and taking notes at weekly parish staff meetings (agenda, minutes, etc.)
- Coordinating pastor's schedule with the funeral ministry for parish funerals
- Keeping the pastor informed of any office issues and parishioner news (illnesses, moving, problems, etc.)
- Scheduling visiting priests in absence of the pastor
- Organizing volunteer and staff luncheons
WORKING CONDITIONS
The position is a full-time non-exempt position (35-40 hours per week) with all eligible benefits to include medical/dental and life insurance; annual, sick, and personal leave time as prescribed in the diocesan policy manual. As a parish employee of the Diocese of Richmond, the personnel policies for lay and religious employees, Called to Work in Harmony, apply.The Administrative Assistant/Office Manager reports directly to the Pastor and works in collaboration with him, the parish staff, and volunteers. This position has immediate oversight of the Facilities Maintenance Coordinator, and office Volunteers.
QUALIFICATIONS
Familiarity with the Mission of the Catholic Church and prior relevant experience in an administrative/office management role. High school diploma or equivalent is preferred.
The successful candidate must be able to:- Maintain confidentiality
- Be trustworthy
- Exhibit a positive attitude
- Be communicative
- Work independently
- Self-motivate
- Interact in sensitive matters
- Compose business correspondence
- Demonstrate computer competency, Microsoft Office proficiency, excellent data entry and word processing skills
- Work collaboratively with staff and volunteers
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