Administrative Assistant I
Parttime
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.
1800 E Libra Dr
Tempe AZ, 85283-3216
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