Administrative Professional

Purpose of Position: 

While working cooperatively with the Pastor, Parish Director, parish leaders and other staff members, provide an efficient, safe and effective pastoral environment. In keeping with the mission of St. Joseph’s Catholic Community, the purpose of this position is to provide administrative support for Communications, Faith Formation, Pastoral Ministry, Liturgy and Music.

Representative Responsibilities:

Be present and prepared to work on time, for all scheduled hours and events. Participate in staff activities appropriate to one’s role including but not limited to staff meetings, shared ministry celebrations, parish events, staff retreat days, etc. and engage in self-development activities such as personal reading, networking, and continuing education as appropriate to one’s role.

1. Backup for phone/email answering and other administrative duties:
   • Provide administrative support as needed for pastor, parish directors and volunteers
   • Utilize Outlook, Teams, Microsoft Word/Excel/Publisher/Powerpoint, One License (Music Reporting), Canva, Flocknote, LPI bulletin creator, ParishSoft, e-catholic website, and other office software.
   • Provide labels and coordinate mailings and bulletin prep.
   • Support Faith Formation Directors/Coordinators with tasks like creating nametags, confirmation certificates, mailing sacramental notifications, etc.
   • Schedule events using “My Parish Events.com” parish calendar.

1. Other duties:

• Prioritize large projects, including work processes and timelines, with staff members/volunteers.

• Support, coordinate and contact volunteers.

• Assist in bulk mailings and other mailings working with staff members/volunteers.
• Assist with major annual tasks and special projects.

• Backup for bulletin and funeral pamphlet designs and submissions.

1. Other responsibilities will be included as needed by the employer and approved and/or assigned by Parish Director.

The accountabilities listed above are representative accountabilities intended to describe the general nature and level of work performed by staff members assigned to this position. It is not intended to be an exhaustive list of accountabilities required for this position. More detailed listings of duties and tasks are outlined in supplemental documents. Assigned responsibilities will change as directed by St. Joseph’s leadership team.

Qualifications:

Education:

2-year Technical College degree preferred.

Experience:

A minimum of two years’ experience as an administrative assistant.

Background Check:

Successful completion of background check is required along with VIRTUS training.

A signed Archdiocesan Code of Conduct must be on file.

Skill Dimensions:

• Skilled in written and oral communications both in terms of interpreting requests and instructions and clearly conveying assignments to volunteers and responding to parishioners.
• Excellent office technical skills, knowledge of computer systems, expertise in the use of standard office software applications, including the Microsoft Office Suite, and phone/office machines.
• Ability to plan, organize, prioritize, and schedule work.
• Attention to detail while being able to see the big picture as it relates to parish mission and vision.

Mental and Physical Demands:

• Self-motivated
• Able to work with minimal supervision, make independent decisions
• Presents a “customer service attitude”
• Team player; able to work with a variety of people
• Tolerant of stress and able to handle fluctuating workloads, frequent interruptions and fluctuating deadlines
• Capable of multi-tasking
• Able to lift 25 pounds

Quantitative Dimensions:

• 10 to 20 work requests per week on a normal basis. Heavier workloads at program start up times and around seasonal liturgical events.

Work with a team of receptionists, assistants and afternoon and evening volunteers to support administrative needs for up to 20 staff members and office services volunteers engaged in special projects and mailings.

Please email resume and references to Dean Rademacher (Parish Director) drademacher@stjosephparish.com