Office Assistant

Description

Parish Name: St. Martin of Tours Parish

Location: 7710 El Cajon Blvd, La Mesa, CA
Reports to: Pastor
Employment Type: Part- time (Monday - Friday19hr/per week. There is a total of 3 positions available, with start times of 8am, 11am and 1pm)
FLSA Status: Non-Exempt

Pay: $18 - $22/hour 

Position Summary

The Catholic Parish of St. Martin of Tours is a vibrant faith community located in La Mesa, California. The parish is home to many registered families who are actively engaged in their faith and who support a wide range of ministries and a dynamic faith formation program.

As an active parish, St. Martin of Tours requires a skilled administrative office staff capable of managing daily operations and communicating effectively with the pastor, parish staff, and parish community. This position requires a working knowledge of parish administration, along with familiarity with diocesan policies and procedures.

There is a total of 3 positions available, each focusing on one of the specific responsibilities listed below:

Primary Responsibilities

• Answer the office door. Greet clients that come to the office.
• Answer phones, field calls and take messages.
• Answer questions about faith formation, baptism, homebound, marriages, confirmation, church activities, food assistance requests, mass times, church hours, food for families, all functions of the church.
• Mass Intentions - Assist clients in obtaining mass intentions. Assure that each requester does not exceed their allotted number. Call and reschedule mass intentions if needed.
• Assist to schedule appointments for clergy.
• Collect and record in-person payments.
• Coordinate sick calls/hospital visits.
• Provide administrative assistance to all staff and specific and approved ministries as requested. 
• Cover for other Office Assistants when they are out of the office.
• Complete projects as directed by Pastor, Business Manager and Office Manager to assist in the running of the administrative office.

Specific Responsibilities – Calendar & Advertising Assistant 

• Creates Bulletin using Canva and insures publishing deadlines
• Accepts Calendar and room requests, ensures set-ups are fulfilled
• Learns and implement events feature in Vanco
• Oversees all parish wide mailings including coordinating contents and mailing
• Distributes mail and packages
• Expert on solving copier/printer problems for all devices in the office
• Assist with, maintain and update website with Associate Pastor’s guidance
• Maintain Flocknote lists and creates Flocknote mailngs with Associate Pastor’s guidance
• Creates pulpit announcements
• Implement and maintain shared office calendar
• Maintain liturgical calendar with Pastor
• Verify and confirm Pastor/Associate Pastor appts
• Wedding Coordinator duties including meeting with couple and assigning mentor couple, files all paperwork and leads rehearsal 

Specific Responsibilities – Database Assistant 

• Maintains PDS for completeness, clearing database of old data and archiving as needed
• Create and maintain online new parishioner registration
• Welcomes new parishioner and assigns envelope numbers
• Enters new parishioners into PDS
• Records all sacraments and completes/tracks all sacrament certificate requests
• Prepares all baptism, wedding and funeral paperwork including notifying parish of baptism of any new sacraments bestowed.
• Orders collection envelopes and maintains and updates mailing lists.
• CMG Connect Expert working closely with school to insure all volunteers are cleared
• Directly assists Office Manager with additional projects as needed
• Prepares and sends year-end tax statements

Specific Responsibilities – Accounting Assistant 

• Reconciles Receipt book
• Matches CC receipts to bills
• Processes check paymentsFiles AP
• Enters collections into PDS
• Enters Vanco into PDS
• Prepares monthly priest stipend requests
• Scan and archive all accounting files
• Prepares collections bags and maintains log
• Prepares collection reports for pastor and QB entry
• Scan and archive HR files
• Maintains postage due fund
• Maintains petty cash

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of parish operations and Catholic doctrine
• Must have good administrative skills and front office experience
• The ability to follow procedures for the successful support of the parish
• A kind, friendly disposition while dealing with visitors to the office
• Integrity who merits trust and upholds confidentiality
• The means necessary to arrive on time for the start of the shift
• A comprehensive understanding of general office technology including personal computers, printers, phone systems, copiers
• In-depth knowledge of MS Office, Office 360, 2FA and other programs designed to help run the office administration including but not limited to Parish Database Systems, Vanco and Vanco Events
• Basic understanding of bookkeeping
• Confidence in using time management system to correctly and accurately keep timecard up to date

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish/school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

The physical demands 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.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. Martin of Tours Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.