Job Description

Job Description

Job Description

General Description

The Office Assistant provides day-to-day support services to the Pastor, Bookkeeper, and Volunteer Staff. The Office Assistant will also welcome visitors on the phone and in person and be a representative of St. Margaret of Scotland (STMOS) Parish. Training and instruction will be provided for all tasks as needed. THIS IS NOT A REMOTE WORK POSITION.

Specific Duties/Responsibilities

The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.

• Assistance to the Pastor with the following:
  • Communications to parishioners and to community, calendar planning
  • Religious education-related events and operations
  • Staff meeting agenda
• Bookkeeping support with the following:
  • Invoice payments, bank deposits, record-keeping, and check
  • Maintaining parishioner contribution records
  • Keeping track of invitations and RSVPs for parish events and fundraisers
  • Application for and reporting related to fundraising
  • Serve as point of contact between fundraisers, the appropriate committees and the Pastor
• Further Assistance to Church Community
  • Review Flocknotes daily in order to remain up-to-date with Parish events, announcements, and campaigns
  • Update database and keep records for Religious Education and administration of sacraments
  • Update calendar(s) with events and changes for Parish and/or for Religious Education
  • Assistance to volunteers and staff of STMOS
  • Maintain database of vendors and vendor payments
• Property Rental Oversight
  • Schedule Omega Room and classroom reservations
  • Arrange logistical set-up for each reservation, as well as maintenance and clean-up
  • Collect rental fees for all properties (including Rolling Ridge property) and issue receipts

General office

• • Provide Mass Cards
  • Answer phone, keep track of phone messages, answer door. Be sensitive to the needs of parishioners and Check email several times per day. Convey messages to parish priests promptly.
  • Check church and office supplies and maintain inventory

• Periodic communication/website
  • Send emails at Pastor's discretion related to Parish and Religious
  • Create necessary fliers or announcements related to Parish events and to major liturgical seasons (Lent, Easter, Christmas, et al).
  • Update, at Pastor's discretion, the announced "after-hours" recorded messages related to Parish events and to major liturgical seasons (Lent, Easter, Christmas, et al),
• Archival Filing System
  • The parish is transitioning to a digital filing system. A digital file must be created, updated, and maintained for all current work product, invoices, contracts, correspondence, email,
  • Scan and digitize older documents so as to make document retrieval easier. Files will be maintained in accordance to ADW

o Other duties as assigned

Qualifications/Skills

• Computer skills and aptitude regarding Microsoft Office (training is available for all necessary websites and office software)
• Ability to respond to requests from Pastor, Bookkeeper, Administrative Assistant
• Ability to look for solutions and work as part of a team
• Ability to speak Spanish is a plus, but not absolutely A sensitivity to the needs of non-English speakers is an absolute must.
• Proficiency with internet searches and search engines
• Proficiency with spell check and grammar check in Microsoft Word
• Proficiency with the adjustment of fonts, font sizes, bold, italics, underlining in Microsoft Word; proficiency with pagination, creating new pages
• Proficiency with e-mail, texting, including archiving and organization of emails, updating of address books, forwarding, and replying, attaching and detaching documents related to
• Must be able to work as part of a team, while both receiving - and seeking out - constructive criticism
• Must be able to maintain confidentiality
• Good communication skills
• Strong work ethic

Education and/or Experience

• High School diploma or GED
• Minimum of three years office or business experience
• Familiarity with Catholic faith and protocols

Physical Demands

The physical demands 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.

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