Formation and Records Administrative Assistant

Job Description

Job Description

MINISTRY DESCRIPTION :

Responsible for data entry of all parish formation information and coordinates, supports and oversees the administrative responsibilities for the Formation Department.

Principal Accountabilities :

General Administration

• Perform secretarial duties for the Pastor, and DRE. Receive and places telephone calls, and schedule appointments as requested.
• Manages the proper storage and disposal of confidential information and personally identifiable information (PII) in accordance with policy and law
• Maintains records for the parish office of religious education. Including but not limited to attendance records, catechist safe environment records, processing payments for programs, and preparing materials for events, catechists, etc.
• Oversee inventory of office and program supplies including upkeep of storage rooms, etc.
• Demonstrates dynamic problem-solving skills through adaptable and flexible leadership. Clarifies the needs and directives of supervisors, supervises and manages logistics, and clearly communicates resulting needs and barriers to success in a timely, professional manner.
• Maintains and safeguards the confidentiality of all sensitive information, including but not limited to sacraments, baptisms, marriages, annulments, and religious education records related to students, families, co-workers, and the church, and holds others to the same standard of discretion and integrity.
• Fosters mutually responsive relationships with parish staff and the parish community at large.
• Mitigates conflicts quickly and charitably.
• Works independently and within teams on special nonrecurring and ongoing projects as assigned.
• Maintains a high level of attention to detail in the completion of administrative processes and procedures.
• Takes responsibility for maintaining a clean, neat and orderly environment. Uses equipment, supplies and other materials with a focused effort to stewardship and reduce waste. Provides for the appropriate use and maintenance of resources.
• Demonstrates an attitude of teamwork when interacting with others within or outside the church. As such, consistently displays respect for self and for others in manner of body language, dress, spoken word and behavior.
• Proofreads and edits drafts of departmental products for spelling, grammar, accuracy, and conformity to prevailing guidance. Responsible for accuracy, clarity and translation (as applicable) of final copy.
• Maintains an accurate and current database of standard templates, forms, and files. Creates new products when requested, regularly audits existing products (quarterly), and archives obsolete products or old versions of products (after an update).
• Handle other duties and responsibilities as assigned.

Database

Sacramental Records

RECORD RETENTION RESPONSIBILTIES :

VOLUNTEERS :

Internal Contacts :

External Contacts :

Working Conditions and / or Physical Requirements :

Travel Requirements :

Education and Experience Preferred :

Knowledge and Skills Preferred :

FLSA Designation : Non-Exempt Occasional 10 hours per week