Administrative Assistant

Olgcstx; Texas; On-site; USD 21,000 - 30,000; Part time

Benefits offered by this job

403b Retirement

Employee Assistance Program

Job summary

The Archdiocese of San Antonio is seeking an Administrative Assistant to provide administrative support for parish operations. Responsibilities include handling correspondence, coordinating meetings, maintaining records, supporting parish communications, and assisting with basic accounting and payment-related tasks.

Responsibilities also include answering calls, managing filing systems, scheduling travel and meetings, preparing agendas and minutes, and assisting with bulletin updates and vendor

Qualifications

• High school diploma or equivalent required.
• 4+ years in an administrative role providing direct support.
• Bilingual in Spanish and English.
• Reliable transportation and valid vehicle insurance.

Responsibilities

• Answers and screens telephone calls, forwarding as needed.
• Maintains physical and electronic filing systems as assigned.
• Retrieves information from records, emails, meeting minutes, and related documents; prepares summaries.
• Assists with basic accounting and payment handling for services and rentals.
• Coordinates and schedules travel, meetings and appointments.
• Prepares meeting agendas, records minutes and distributes materials.
• Maintains office supplies and coordinates maintenance of office equipment.
• Gives updates to parish bulletins and announcements as requested.
• Delivers payments and documents to local vendors as directed.

Skills

Microsoft Office

Detail oriented

Bilingual communication

Education

High school Diploma or equivalent

Tools

Affinity

Canva

Job description

Employment Status: Part-Time 12 hours weekly

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday-Thursday 9-12, some weekends as needed, schedule is subject to change.

Benefits may include

• 403b Retirement
• Employee Assistance Program

Reports to: Pastor

Summary:

The Administrative Assistant provides administrative support to ensure the smooth operation of the parish office. Responsibilities include handling correspondence, coordinating meetings, maintaining records, supporting parish communications, and assisting with basic accounting and payment-related tasks.

Position Responsibilities:

• Answers and transfers telephone calls, screening calls when necessary.
• Maintains physical and electronic filing systems as assigned.
• Retrieves information from records, emails, meeting minutes, and related documents; prepares written summaries as needed.
• Responds to administrative inquiries and assists in resolving questions.
• Assists with basic financial tasks, including receiving payments for services and rentals.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares meeting agendas and schedules, records minutes, and distributes meeting materials as requested.
• Maintains office supplies and coordinates maintenance of office equipment.
• Assists with bulletin updates, including Mass intentions, Sanctuary Lamp notices, prayers for the sick, and other parish announcements as requested.
• Picks up parish mail, deposit slips, and other banking-related documents as needed.
• Drops off outgoing mail at the post office and coordinates the timely handling of parish correspondence.
• Delivers payments and documents to local vendors as directed.
• Tracks and organizes seasonal envelopes and related parish records, including those for Mother’s Day, Father’s Day, All Souls’ Day, and similar parish observances.
• Receives and separates delivered bulletins for distribution at the church and mission church.
• Prepares and organizes bank bags for the church and mission church according to established parish procedures.
• Performs other duties as assigned.

Other Requirements

• Excellent communication and interpersonal skills, with the ability to engage and work with diverse groups of people, including children, adults, volunteers, and parish staff.
• Strong organizational and time management skills.
• Ability to work in fast-paced environment.
• Supports and upholds the philosophy of Catholicism and the mission of the parish. Catholic faith.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Adhering to safety training and protocols and taking precautionary measure to ensure the safety and well-being of self and others.
• Basic accounting and payment-handling skills.
• Responsible for protecting the confidentiality of any information or material obtained in the service to the parish.
• 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.

Yhis is not necessarily an exaustive list of all responsibilities, skills, duties or working conditions assosiated 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.

Requirements

• Minimum Qualifications:

Education:

• High school Diploma or equivalent

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 vehicle insurance

Minimum Knowledge and Skills:

• Experience with computer software and Microsoft Office Applications;Afinity and canva is a plus.
• 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.

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.