Administrative Assistant

Administrative Assistant The Administrative Assistant promotes a welcoming atmosphere to parishioners and community members via phone calls and visits to the parish office. Manages and maintains the parish calendar for liturgies, celebrations of sacraments and parish events/meetings. Direct communications appropriately between Pastor, parishioners, vendors and staff. Record and maintain parish sacramental registers and parish database. Position Responsibilities: 1. Welcoming: Create, promote, and maintain a welcoming atmosphere for staff, parishioners, and visitors so they feel the hospitality of the St. Francis of Assisi community. Maintain a neat and clean reception area Greet and assist visitors to the office Answer the phone and receive people in a welcoming manner Direct any calls to the staff in a courteous and professional manner Accept payment for Masses, sanctuary candles, registrations, etc. 2. Scheduling: Facilitate and schedule the use of parish facilities for the following: Maintain pastor's parish calendar Scheduling of all Masses and maintain the Mass intention book Scheduling of infant baptisms Scheduling of other parish events Schedule priests for Masses, penance services, retreats, etc. as needed Schedule parish facilities, develop and maintain a calendar that identifies the time, date, and name of organization as well as the room schedule for use Coordinates key check-out for use of facilities 3. Communications: Prioritize and direct all communications of parish events and the pastor's correspondence to keep everyone informed of the ongoing activities to build up the community. Answer parish phones and handle telephone inquiries; direct calls to appropriate personnel in a courteous and professional manner Take messages when office staff in unavailable to take calls(use voicemail text messaging, or email as much as possible) Serve as secretary to Pastor Assist as needed with any communication needs Notify Pastor and Director of Parish & Family Life of any deaths or hospitalizations of parishioners Sort and distribute all incoming mail 4. Record: Record and maintain all sacraments received at the parish and update parish census database with this information to enable current and future generations to access accurate information. Record all sacraments in Church registers in accordance with archdiocesan guidelines and requirements; type and mail certificate and/or notifications to appropriate persons or parishes Maintain office filing system Maintain parish death record book 5. Other Responsibilities Attend all staff meetings Perform copy services for parish office and organizations as requested Prepare correspondence as needed Keep informed of and comply with diocesan and local policies and regulations concerning primary job function Handle walk-in and mail-in receipts; log and secure in accordance with Archdiocesan internal controls and parish procedures Train and supervise qualified front desk volunteers Maintain front desk reference manual with current information Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization. Other duties as assigned Other Requirements: Excellent communication and interpersonal skills, with the ability to engage and work with diverse groups of people, including children, adults, volunteers, and parish staff. Assist with service opportunities, Vacation Bible School, Halloween Carnival, All Soul's Day prayer service, Christmas Children's Mass, Good Friday way of the cross, Easter egg hunt, and other events. Strong organizational and time management skills. Ability to work in fast-paced environment. Supports and upholds the philosophy of Catholicism and the mission of the parish. Must take opportunities offered to further own Faith Formation. Have self-knowledge and ability to share the Catholic faith. Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory. Adhering to safety training and protocols and taking precautionary measure to ensure the safety and well-being of self, others. Responsible for protecting the confidentiality of any information or material obtained in the service to the parish. Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization. Performs other duties as assigned. Minimum Qualifications: Education: High school Diploma or equivalent. Associate's degree preferred. Experience: At least four (4) years' experience of working in an administrative role providing direct support. Knowledge, Skills, and Abilities: Bilingual in English and Spanish is required; verbal and written; Experience with computer software and Microsoft Office Applications; Must be detail oriented, organized, self-motivated, work well independently and on a team; Must have good written and verbal skills; Must have good critical thinking and problem solving skills. License and Credentials: Reliable transportation, Valid driver's license, Valid vehicle insurance. This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed. The Archdiocese of San Antonio is an Equal Opportunity Employer.

Created: 2026-03-11