Sep 14, 2019

Administrative Assistant

  • Holy Name Parish, Sheridan CO
  • Sheridan, Colorado, USA
Full time Admin-Clerical

Job Description

GENERAL POSITION DESCRIPTION

Full-time position at 30-hours working primarily as the front receptionist at Holy Name Catholic Church in Sheridan, CO.  Basic office administration tasks, including answering phones, welcoming visitors, record keeping, along with scheduling of the facilities.  Some evening and weekend hours required.  This position reports to the Pastor. Responsible for providing secretarial and related office services for members of the parish and various other committees and boards. Ability to speak Spanish a plus.

MAJOR AREAS OF RESPONSIBILITIES

FOR ALL SECRETARIAL POSITIONS

  • Performs Secretarial duties for the pastor and other designated staff.
  • Receives and places telephone calls.
  • Tracks staff availability and communicates to others as needed.
  • Schedules appointments as requested.
  • Produces written communications (letters, reports, memos).
  • Processes mail.
  • Greets and refers visitors to the appropriate minister, services or agencies.
  • Opens and distributes incoming mail and arranges for delivery of outgoing mail on a daily basis.
  • Prepares bulk mailing as needed.
  • Maintains office records, i.e. parishioner records and filing.
  • Attends staff meetings and other meetings as requested.
  • Schedules parish facilities to include maintaining a calendar that identifies the time, date, name of organization, room scheduled, and use of keys for facilities.
  • Coordinates the timely opening of the parish office in the morning and the secure closing of the office in the evening.  Ensures that all machines are off, windows and doors are closed and locked and all appropriate lights and heart are off.
  • Oversees an inventory of office supplies.  Orders materials, supplies or equipment as needed.
  • Performs other duties and assumes other responsibilities as mutually agreed upon with supervisor. 

SECRETARIAL POSITIONS SUPPORTING PARISH ACTIVITIES

  •  Prepares and produces the weekly bulletin.  Gathers and edits the content and layout of the bulletin and completes the bulletin in time for final printing.
  • Updates parish directory records on a regular basis and adds/deletes/changes information as needed.
  • Maintain the parish offering envelope system.  Updates data on a regular basis.
  • Coordinates scheduling of events in conjunction with weddings and funerals.
  • Maintains a sacramental record keeping system including weddings, baptisms, funerals, first Eucharist, first penance and confirmation.
  • Participates in the outreach and welcoming ministry of the parish.  Prepares and sends letters to new parishioners inviting them to register and sends letters of welcome when they do. 

NECESSARY QUALIFICATIONS

  • Active member of the Catholic Church. 
  • An understanding of apostolic mission within the position and the ability to be a team player.
  • High school graduate or equivalent.
  • Demonstrated ability to learn parish data and word processing system.
  • Computer skills including Word and Excel.
  • Demonstrated ability to set priorities and organize work effectively and efficiently including developing and maintaining effective record-keeping systems.
  • Ability to compose correspondence, minutes, and/or reports.
  • Excellent people relations skills for representing the parish to those who call, write, or visit.
  • Ability to honor and maintain confidentiality. 

PHYSICAL DEMANDS/WORK ENVIRONMENT

The characteristics 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.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear and occasionally required to climb stairs; balance; stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally life and/or move up to 25 pounds.  Specific vision abilities usually required by this job include close, distance, color and peripheral vision, depth perception and ability to adjust focus.

The noise level in the work environment is usually moderate.  While performing the duties of this job, the employee is not exposed to weather conditions.

WORKING SITUATIONS:                 

Requires some variable hours and on call response after regular business hours to meet the needs of the parish.  Requires some weekend, holiday and evening work for events or the ability to arrange coverage.  These times include but are not limited to Christmas season, Holy Week/Easter, fundraiser, after mass functions, etc. 

 

If you meet these qualifications and are interested in this position please click the APPLY NOW button and submit your resume.


Apply Now