Administrative Assistant I

Parttime
Holy Spirit Roman Catholic Parish Tempe in Tempe , AZ
Date Posted: Thu Dec 12
This position requires the candidate to work closely with the Director of Parish Operations in assuring the parish operates in the best interest of the community. The Parish Office/Safe Environment Coordinator will oversee all parish front office volunteers, ministries and office communication, as well as facilitate excellent communication with parishioners on a daily basis. 

Job Requirements:

 

Responsibilities and Duties: 

· Responsible for parishioner records including additions, corrections, deletions, ministry participation utilizing Pushpay/CHms; responsible for parish SET database; notify diocesan office of additions and changes to parish records; prepare parish welcome letter packet in collaboration with Pastor and oversee welcome call to new parish families.

· Responsible for the upkeep and monitoring of all parish volunteers within the safe environment database as required by the Diocese of Phoenix.

· Screen recruited volunteer candidates to prepare for final approval of the Executive Director of Parish Operations; once approved, coordinate training, scheduling and supervising of the team of parish office volunteers to manage the front reception desk Monday - Thursday, 9am-5pm and Friday, 9am-3pm. Coordinate volunteers to communicate daily parish events, staff objectives, providing professional administrative support to the parish community by phone and in-person.

· Evaluate the effectiveness of reception desk procedures to ensure that Pastoral, efficient and consistent service is provided by reception desk volunteers.

· Manage reception desk when office volunteer is not present.

· Oversee parish Pushpay/Chms software information for all parish events, parish departments and ministries; coordinate with departments to prepare updates to department pages and prepare website online program registration forms, and manage ministry accounts.

· Problem solve requests and questions unable to be resolved by onsite volunteer; field difficult incoming calls or visitors.

· Assist in overseeing Daily Mass Intention register, Mass Intention request policy, and rescheduling of scheduled Mass intentions when required, in conjunction with Liturgy Coordinator.

· Provide administrative support to all parish ministries to include flyers, brochures and all other needs within the ministries at direction of Executive Director of Parish Operations.

· Perform any other job-related task deemed necessary by Pastor or Parochial Vicar.

Yearly Administrative Responsibilities:

· Plan, coordinate, and execute yearly themed Parish Volunteer Appreciation dinner for approximately 220+ attendees.

· Completes annual diocesan Safe Environment renewal requirement completion for Office Volunteers & Hospitality Ministry. 

· Coordinate, plan and execute Parish Ministry Fair in collaboration with Ministry Fair Committee created for event, as requested by Pastor.

· Coordinate, plan and execute any other Parish event as requested by Pastor.


  

Minimum Qualifications:

  • Effective time management skills and the ability to meet deadlines.
  • Strong communication skills
  • Excellent eye for detail, strong organization skills

Preferred Qualifications:

  • Knowledge of Microsoft Word, Excel, Canva and other related software a plus.
  • 3 years as office manager/administrator or related roll.
  • Ability to provide appropriate assistance working with a variety of diverse backgrounds.
Holy Spirit Roman Catholic Parish Tempe
1800 E Libra Dr
Tempe AZ, 85283-3216


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