Administrative Assistant for Youth Ministry, Confirmation, & First Communion

Roman Catholic Diocese of Orange; Garden Grove (CA); Presencial; USD 25.000 - 28.000; A tiempo parcial

Descripción de la vacante

La Purisima Catholic Church seeks an Administrative Assistant for Youth Ministry, Confirmation, and First Communion in Orange, CA. The role is 24-29 hours per week, with occasional weekend work during retreats and events.

You will provide clerical support to the Youth Ministry & Confirmation Director and the Children's Faith Formation Coordinator. Responsibilities include maintaining records, assisting with registrations, coordinating payments, and communicating with families and volunteers.

Formación

• High school diploma or GED is required.
• Bachelor’s degree in a related field is preferred but not required.
• Fully initiated and practicing Catholic.
• Strong customer service and communication skills.
• Proficiency with Word, Excel, and Outlook.

Responsabilidades

• Maintain consistent office hours and answer inquiries promptly.
• Provide administrative support to Youth Ministry, Confirmation, and First Communion programs.
• Attend classes and events; assist with registrations and material prep.
• Coordinate payments, attendance, and records; maintain databases.
• Communicate with parents, volunteers, and staff via email, phone, and social media.
• Support retreat logistics and event setup, including classroom preparation.

Conocimientos

Customer service

Communication skills

Organization

Bilingual English/Spanish

Educación

High school diploma or GED

Bachelor’s degree preferred

Herramientas

Word

Excel

Outlook

Facebook

Instagram

Descripción del empleo

Position Title

Administrative Assistant for Youth Ministry, Confirmation, & First Communion

LA PURISIMA CATHOLIC CHURCH

ORANGE, CA

Position Title

Administrative Assistant for Youth Ministry, Confirmation, & First Communion

Job Classification

Non-exempt

Department/Program

Youth Ministry, Confirmation, First Communion

Reports To

Youth Ministry & Confirmation Director & Children's Faith Formation Coordinator

Schedule/Hours

24-29 hours/week (part-time: including potential weekend work with retreats, gatherings, and classes)

Pay Range

$18.00-$20.00 per hour

Supervisory Responsibility

Based on experience, education and qualifications.

N/A

Primary Purpose

The Administrative Assistant contributes to the day-to-day operations of the Youth Ministry, Confirmation, and First Communion Office and provides administrative, organizational, and communication support to the Youth Ministry & Confirmation Director and Children's Faith Formation Coordinator. This role ensures that weekly classes, sacramental prep, and youth events run smoothly by assisting leaders, volunteers, parents, and students

Because all La Purisima Catholic Church employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

Education

• High school diploma or GED is required
• Bachelor’s degree in a related field is preferred but not required

Qualifications & Experience

• Fully initiated and practicing Catholic, being an example for our youth through sacramental and service living.
• Commitment to the mission of the Catholic Church and to the parish
• Proper etiquette of communication and comportment with children, parents, and staff
• Good listening skills
• Goes above and beyond to provide excellent customer service
• Ability to work and respond with a positive attitude under pressure
• Timely completion of assignments and ability to prioritize
• Extremely accurate, detail-oriented, and quick learner
• Effective oral and written communication and problem-solving skills
• High degree of commitment and adherence to deadlines
• Strict standard of confidentiality and ethics
• Strong knowledge of computer-based programs including Word, Excel, Outlook, and familiarity with social media outlets (ie. Facebook, Instagram)

Office Duties

ESSENTIAL FUNCTIONS & SCOPE OF WORK:

• Maintain consistent office hours
• Answer inquiries in a timely manner
• Be present in office during class times
• Step in as substitute teacher as needed
• Assist with preparation for various classes
• Attendance & assistance with various Confirmation, First Communion and Youth Ministry events
• Attendance & assistance with various parish events
• Screen calls, answer questions, and resolve problems within scope of authority and responsibility.

Financial Duties

• Confirmation & First Communion
  • Timely recording of all payment information
  • Coordinate payment plans as needed
  • Provide regular updates to parents of fees owed balance via email, phone or in person
    • Maintain log of phone calls
  • Build and maintain database to organize information
• Youth Ministry
  • Timely recording of all special activities’ payments
  • Build and maintain database to organize information
• Complete required paperwork for submission of cash, checks and credit card payments on a weekly basis.

Confirmation & First Communion Programs

• Be present on all Confirmation and First Communion 1 & 2 class days, activities, meetings, and sacramental
• Assist with registrations and program evaluations
• Assist with the preparation of material for classes, parent meetings or events
• Creation of class documentation for catechists (group list, attendance sheets, curriculum, emergency information)
• Assist in prep of meeting rooms and classrooms
• Assist in the closing of classrooms and hall at end of sessions including trash & lock-up
• Assist in tracking students’ attendance, homework, community service hours, projects, sponsor selections/forms,
• Assist Youth Ministry & Confirmation Director with Confirmation ceremony preparation and day of
• Assist Children's Faith Formation Coordinator with First Communion ceremony preparation and day of
• Retreats
  • Create and organize student and volunteer documentation for the retreats (group list, attendance sheets, emergency information, waivers/permission slips etc.)
  • Attend and assist Youth Ministry & Confirmation Director and Children's Faith Formation Coordinator at all Retreats

Youth Ministry

• Provide administrative support to the Youth Ministry & Confirmation Director
• Assist with schedules, calendars, meetings, and ministry communications.
• Assist with planning and coordinating youth programs, events, retreats, and camps.
• Maintain accurate records, files, registrations, volunteer information and event attendance/feedback.
• Assist with communication to students, parents, volunteers, and church staff via emails, bulletin announcements, social media updates, announcements etc.
• Assist with event logistics, supplies, and other ministry needs.
• Perform other administrative duties as assigned by Youth Ministry & Confirmation Director.

General Expectations

• Communicate timely, clearly and in a hospitable manner (e.g. emails, phone calls, texts, voicemails, ) with staff members, parishioners, and all associated with the program.
• Expected to meet regularly with the Youth Ministry & Confirmation Director and Children's Faith Formation Coordinator. Participate in meetings, staff retreats, and other staff activities when invited to do so (includes evening and week-end).
• Translate English documents as necessary for parent meetings or as needed.
• Perform other work-related tasks as directed by the Youth Ministry & Confirmation Director and the Children's Faith Formation Coordinator.

Preferred

• Church or non-profit
• Practicing Roman
• Bilingual (English & Spanish)
• Previous experience in youth ministry as a member, peer youth leader, catechist,

Work Environment

• The Youth Ministry, Confirmation and First Communion Administrative Assistant will work primarily in an office setting within the church.
• The role may require occasional travel to various locations for retreats.
• The work environment is collaborative, requiring regular interaction with parish staff, volunteers, and community members.
• The position involves working with digital tools and platforms, necessitating a comfortable workspace with access to a computer and the internet.
• Flexibility in working hours is essential, as the role may involve evening and weekend work to accommodate parish events and activities.

Physical Requirements

• Ability to sit or stand for extended periods while conducting classes, meetings, and
• Frequent walking, standing, and moving around the parish campus to support programs and
• Occasional lifting and carrying of materials and equipment up to 25 pounds.
• Ability to move around the church premises and event locations as needed.
• Visual acuity to review detailed documents and materials.
• Manual dexterity to operate office equipment, including computers, printers, and other communication tools.
• Ability to lift and carry items up to 25 pounds, such as program materials, supplies, and event setups.
• Ability to communicate effectively in person, over the phone, and through digital platforms.
• Must be able to set up and dismantle of chairs, tables, and other equipment needed for parish activities as required, often move desks and chairs to change room layout to accommodate learning.