Business Office Administrative Assistant

Business Office Administrative Assistant:

Part-Time Position

POSITION SUMMARY:
The Business Office Administrative Assistant serves as the assistant to the Parish Administrator. As Administrative Assistant, this employee will assist with business functions such as purchasing, accounts payable, and the SCRIP program. Also, the position requires a self starter who has a high level of computer skills required for routine tasks as well as special projects. Accuracy and delivery with high quality and in a timely manner is critical.

Position Reports to: Laurie Haverty, Parish Administrator

POSITION RESPONSIBILITIES/ACCOUNTABILITIES:

1. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
2. Composeand distribute meeting notes, routine correspondence, and reports via electronic means when possible.
3. Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
4. Maintain scheduling and event calendars; communicate assignments and changes with parish organizations.
5. Schedule priests for Mass and confessors as requested by Parish Administrator.
6. Work cooperatively with staff in other offices with the completion of large projects and/or on projects of a mutual interest.
7. Assist with SCRIP program to include sales, input of orders, balancing, and inventory maintenance.
8. Manage projects, and contribute to committee and team work that is assigned.
9. Prepare monthly work schedule for maintenance and parish office staff under the direction of Parish Administrator and/or Facility Manager.
10. Prepare Puma Pal and Extended Care program billings bimonthly. Post appropriate payments for these programs to accounting system.
11. Under the direction of the Parish Administrator, act as purchasing agent for the organization.
12. Process all bills for payment as authorized by Parish Administrator or Pastor.
13. Balance and maintain general ledger accounts for parish and school groups.
14. Process and balance all Annual Bishop Appeal donations.
15. Act as a resource to parish and school ministries to help grow their ministry in accordance with our mission and vision.
16. Attend required staff meetings and serve, as appropriate, on staff committees. Attend staff development and workshops as requested.
17. Maintain professionalism of the office by serving as a role model to parishioners and staff with demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.
18. Provide services to customers/parishioners in support of the Parish Mission and Vision.
19. Manage and enhance the QP Parish’s brand or reputation in the public’s eye.
20. Ensure that parishioner needs are met with a high level of professionalism, compassion, and confidentiality.
21. Develop SOP (Standard Operating Procedure) manual for all functions of the responsibly of this position and update it annually
22. Assist with the marketing needs of the parish/school through use of various media (Facebook, social media, press releases, email blasts, etc).
23. Maintain parish database for accuracy and completeness; actively participate in an ongoing improvement plan for full utilization of parish database capabilities.
24. Provide support to parish office as necessary. Serve as backup bulletin editor.
25. Resolves administrative problems by coordinating preparation of reports, analyzing data, and presenting solutions.
26. Perform any duties and responsibilities that are within the scope of employment, as assigned by the Parish Administrator or Pastor, and not otherwise prohibited by law or regulation.

REQUIRED EDUCATION/COMPETENCIES:

Minimum of 2-years ofoffice experience preferred, previous accounting experience necessary

Associate degree or equivalent required

Strong written and oral communications skills

Must be highly proficient in Microsoft Word, Excel, and Publisher programs

High degree of planning and organization skills.

 Able to work well with little direction or oversight

WORK SCHEDULE:

• This is an hourly position with total hours not to exceed 28 hours weekly. Evening and/or weekend work may be required as needed.

POSITION REQUIREMENTS:

• Punctual, conscientious, positive attitude,and reliable.

• Communication skills and courteous manner with staff and parishioners.

• Provides all duties detailed above at an acceptable level of competency and proficiency.

SALARY/BENEFITS:

• Employee is entitled to all benefits as outlined in our Employee Handbook under the classification of Part-Time Year Round employ

EVALUATION: Annually

• 360 Evaluation which involved the following:
• Self
• Supervisor - Pastor and Parish Administrator
• Peers . . . Facilities Mgr., Technology Mgr., Youth Minister, and Principal, (others who interface with this position regularly.)
• Parishioners (lottery of 5-6)
• Office Staff

• Increase is salary is performance related based on 360 Evaluation.