Jan 11, 2019

Collaborative Administrative Assistant

  • Watertown Catholic Collaborative
  • Watertown, MA, USA
Part time Admin-Clerical

Job Description

JOB PURPOSE: The Administrative Assistant is a professionally qualified team member who reports directly to the Pastor/Administrator. This person assists the Pastor/Administrator in fulfilling his responsibility for the administration of the parishes of the Collaborative and implementing the Pastoral Plan. In addition to supporting the New Evangelization, this position is responsible for the provision of administrative support for the operations of the parishes of the Collaborative. This person is discreet in his/her actions and totally confidential in all settings and dealings.

NEW EVANGELIZATION:

  • Understand and support the mission of the Catholic Church
  • Have a support role in implementing the New Evangelization as the central aspect of each parish in the Collaborative.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Provide receptionist services for the offices. Ensuring that visitors and callers are greeted in a welcoming, courteous and professional manner and that clear and accurate messages are taken.
  • Ensure that incoming calls are screened and mail & deliveries are sorted & distributed.
  • Ensure proper secretarial and/or clerical services are provided to the Pastor/Administrator, Finance & Operations Manager, Priests and Deacon as needed.
  • Prepare all correspondence as required.
  • Coordinate preparation of weekly church bulletin for both parishes.
  • Interact in a positive and professional manner with staff, volunteers, parishioners, and visitors.
  • Create and maintain databases for programs.
  • Oversee sacramental records management, including record retention time frames are adhered to and ensuring that permanent records are stored in a safe place as required.
  • Ensure that anniversary Masses are booked & recorded properly and dates are reserved and approved by the Pastor/Administrator.
  • Ensure that the CORI process and other Safe Environment policies are in compliance with RCAB mandates.
  • Maintain up to date records of all volunteers with their proper paperwork.
  • Coordinate and schedule volunteers as directed by the Pastor/Administrator.
  • Oversee that an up to date filing system is properly maintained, including new parishioner registrations, and financial contributions for offertory/grand annual collection.
  • Generate letters to parishioners regarding donations as needed to meet IRS law.

QUALIFICATIONS:

  • Participant in the sacramental life of the Catholic Church-including faithful attendance at Sunday Mass.
  • High School diploma required, AS preferred.
  • At least 5 years experience in an administrative or senior support role.
  • Proficiency in Microsoft Office, especially Publisher, Word and Excel.
  • Knowledge with social media platforms, such as Facebook, Twitter and Meetup.
  • Constant Contact experience preferred.
  • Working knowledge of computer hardware.
  • Knowledge of Parish Soft/Connect Now programs preferred.
  • Ability to troubleshoot software problems with various vendors.
  • Demonstrated ability to handle highly confidential, sensitive, timely, and critical matters using excellent judgment, tact, respect, and discretion.
  • Ability to anticipate needs, establish priorities, maintain confidentiality, demonstrate discretion, project a positive attitude, and exercise a high level of professionalism.
  • Excellent relationship building skills with a strong focus on service to others. A level of engagement, creativity, and humor.
  • Ability to establish trust and work collaboratively.
  • Excellent organizational and communication skills, and ability to multitask and effectively work in a changing environment.
  • Must be willing to support the mission and vision of the Roman Catholic Church.
  • Experience working or volunteering for a Catholic entity and knowledge of the Catholic faith a plus.
  • Ability to use a computer keyboard for up to 8 hours/day.
  • Ability to sit for up to 8 hours/day.
  • Ability to lift up to 20 pounds.

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