Administrative Assistant at Roman Catholic Diocese of Orange

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Full Time

Start Date

Immediate

Expiry Date

16 Aug, 26

Salary

20.0

Posted On

18 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Bilingual English/Spanish, Administrative Support, Record Keeping, Financial Tracking, Microsoft Office, Data Management, Communication, Organization, Scheduling, Translation, Customer Service, Event Coordination

Industry

Description

La Purisima Catholic Church POSITION TITLE: Administrative Assistant, Religious Education - Bilingual English/Spanish JOB CLASSIFICATION: Part time - Non-exempt DEPARTMENT: Religious Education SCHEDULE: Part Time (24-29 weekly hours) REPORTS TO: Director of Religious Education SUPERVISORY RESPONSIBILITY: None PAY RANGE: $18 to $20/hr based on education, qualifications and experience SUMMARY OVERVIEW: The Administrative Assistant contributes to the day-to-day operations of the Religious Education Office and provides clerical and administrative support for the Director of Religious Education. Responsible for student registration forms, record keeping, inventory, assist with the calendar and booking facilities for classes and events, and help prepare communication tools for the bulletin and parents. Office Duties:  Maintain consistent office hours  Answer inquiries in a timely manner  Be present in office during class times  Step in as substitute teacher as needed  Assist with preparation for various classes  Attendance & assistance with various Faith Formation events  Attendance & assistance with various parish events  Screen calls, answer questions, and resolve problems within scope of authority and responsibility. Financial Duties:  Family Records • Timely recording of all payment information • Coordinate payment plans as needed • Regular updates to parents of fees owed balance  Email monthly  Mail invoices every 2 months  Phone calls as needed  Maintain log of phone calls  Build and maintain database to organize information  Complete required paperwork for submission of cash, checks and credit card payments on a weekly basis. Program Prep  Assist with registrations and program evaluations  Assist with the preparation of material for classes, parent meetings or events  Creation of class documentation for catechists (group list, attendance sheets, curriculum, emergency information)  Assist in prep of meeting rooms/classrooms  Assist in the closing of classrooms and hall at end of sessions including trash & lock-up  Attend student, parent and sponsor meetings assigned by Director of Religious Education  Assist Director of Religious Education with First Communion and Confirmation ceremony preparation and day of Retreats  Create and organize student and volunteer documentation for the retreat (group list, attendance sheets, emergency information, waivers)  Attend and assist Director of Religious Education at all Retreats General Expectations  Communicate clearly and politely with parents, catechists, parish administrators, and volunteers by phone, email, and in person.  Expected to meet regularly with the Director of Religious Education and participate in meetings, staff retreats, and other staff activities when invited to do so (includes evening and week-end).  Translate English documents as necessary for parent meetings or as needed.  Maintain a strict level of confidentiality.  Other duties as may be assigned QUALIFICATIONS & EXPERIENCE: • High School Diploma or G.E.D. • Fluency in English and Spanish with strong communication skills, both oral and written. Minimum two years' work experience, preferably in a Church or ministry setting. • Familiarity with Catholic liturgy requirements and adherence to the teachings of the Roman Catholic Church. • Basic catechist certification from the Diocese of Orange or will begin the process and complete within their first year of hire date. • Safe Environment Training, Sexual Harassment Training, Fingerprinted. • Proficiency in Microsoft Office (Outlook, Word, Excel, Publisher, etc.), data management, website capabilities and social media programs. • Ability to interact with the public, volunteers, parishioners, and clergy. • Highly organized. Ability to multi-task and work both independently and collaboratively. • Reliable, dependable, and honest. • Availability to work weekends and evenings as needed. Flexibility to change shifts and/or tasks as needed. PHYSICAL REQUIREMENTS/WORK ENVIRONMENT: Typical Working Conditions: Typical office environment. Equipment Used: Basic computer equipment, keyboard, mouse, telephone, copier, printer, calculator and paper shredder. Essential Physical Tasks: Communicate, move, remain stationary, reach, occasionally carry materials as needed weighing up to 30 lbs.

Responsibilities

Provides clerical and administrative support to the Director of Religious Education, including student registration, record keeping, and financial tracking. Manages office operations, coordinates class materials, and assists with parish events and retreats.