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 - Friday
19hr/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

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:

• 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.

• 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

• 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

• Reconciles Receipt book
• Matches CC receipts to bills
• Processes check payments
  
  Files 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

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…