Administrative Assistant

Job Purpose:  The primary purpose of this position is to provide administrative support to the ministries and personnel of the Office of Discipleship & Mission (ODM).  This position provides sacramental data recording according to canon law and parish policy.

Representative Responsibilities

1. *Direct administrative support for ODM Staff.
   1. Assist with clear oral and written communication. Share inquiries regarding Discipleship and Mission via phone and email.
   2. Direct workflow for special projects: coordinating copying, collating, editing, organizing, and distributing tasks for job completion. Working within process to make effective use of clerks and volunteers.
   3. Support event planning and execution as needed.

1. *Manage the Book Rack ministry with periodical deposits, database updates and communication with St. George’s Bookstore.

1. *Assist in the Program Management Systems.
   1. Assist Coordinators with program management and projects.
   2. Create forms for parish and assist forms for ODM ministries.
   3. Create online forms with back-end accounting.
   4. Assist with creation, track, and update class lists and attendance sheets, and keep current all program registration lists and records.
   5. Be present on an as needed basis for evangelization ODM events.
   6. ODM posters and publicity creation and distribution.
   7. Manage the ODM Resource room items including checkout system of ipads.
2. *Actively participate in staff meetings for department, church and wider staff meetings, gatherings, and retreats.
   1. Provide support and input as it relates to your position and as needed.
   2. Meet regularly with supervisor and be actively involved in meetings and development.
   3. Assist in taking notes at the ODM Team Meeting and distribute to staff.
   4. Work towards harmonious and joyful work environment.

1. *Develop, train and maintain the Flocknote system of communication for ODM and parish staff.
2. *Serve the direct program needs of the Director of Discipleship in administrative tasks for Adult Education, Becoming Catholic OCIA and Catechesis of the Good Shepherd program.
3. *Oversee recordkeeping of all sacramental data according to canon law and parish policies.
   1. Record all necessary information regarding sacraments received at St. John’s and then enter that data into the record book, parish’s data base, and send information to place of baptism.
   2. Facilitate requests from other parishes for sacramental information and follow defined procedure for sending out that information as requested.
   3. Provide sacramental certificates and recording for all sacraments.
4. Coordinate the administrative tasks for the process of preparation for infant Baptism.
   1. Oversee initial inquiries and process intakes. Guide couples through preparation process.
   2. Manage communication between families and ministry leaders, staff and clergy.
   3. Calendar and schedule for Baptism class and celebrations.
   4. Support and schedule the Baptism Class Facilitators with communications.
   5. Schedule and communicate with Baptism Celebration Assistants.
5. Coordinate the Marriage Ministry/Convalidation process.
   1. Process intakes into Marriage log.
   2. Assist with Marriage Mentor packets.
   3. Calendar and schedule for Marriages/Convalidations and Wedding Workshops.

1. High school diploma or equivalent
2. Experience in data entry operations and creating promotional materials
3. Strong computer and keyboarding skills
4. Must be able to pass background check

Send resume and cover letter to Beth Robertson robertsonb@stjohnnyb.org