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Magnify · 3 months ago

Faith Formation Administrative Assistant

St. Mary Madgalen Parish

Full-time

Onsite

Entry Level

2+ years exp

Magnify is seeking a Faith Formation Administrative Assistant to enhance administrative effectiveness by providing clerical support to the department and the pastor for various parish programs. The role involves engaging with parishioners, maintaining sacramental records, coordinating inter-department activities, and ensuring effective communication within the parish.

CharityCommunitiesHome Health CareNon Profit

Responsibilities

Greets, informs, refers visitors and parishioners seeking sacramental preparation to the appropriate clergy, ministers and programs (parish/diocese), including phone calls/emails to sacrament candidates and faith formation families. Responsible for assisting candidates in the process for obtaining proper records needed for sacramental rites within parish or from other parishes, Dioceses, the Tribunal, etc

Maintains the sacramental calendar, working with clergy and ministers in faith formation and liturgy regarding scheduling

Develops and maintains effective records and information management systems. This includes sacramental records in the sacramental ledger books and on Parish Data System (PDS). Provides sacramental certificates when requested. Sends notification to the baptismal parish of record of those receiving the sacraments within 30 days of sacrament. Provides sacramental record statistics annually

Assures fees, donations or stipends for programs are requested at the appropriate time in the process as well as tracking and recording with the parish finance office

Communicates in a timely, accurate and courteous manner, in writing and verbally, with internal and external customers, including the Spanish-speaking community. Maintains parishioner and pastoral trust by keeping information confidential

Continually monitors administrative processes to achieve timely and accurate completion of work

Participates as a member of the parish clerical services team. Performs other duties as assigned. Collaborates with other parish ministries, organizations, and individuals. Participates in staff meetings and retreats

Qualification

Record keepingOrganizational skillsInterpersonal skillsMicrosoft Office proficiencyBilingual (English/Spanish)Communication skillsConfidentiality

Required

Ability to demonstrate high level of organizational and interpersonal/relational skills

Ability to effectively present reports and information

Ability to read and analyze routine correspondence and compose appropriate responses to communicate in writing or verbally in English and Spanish

Ability to maintain confidentiality

Ability to use personal computers and software for record keeping, word-processing and other parish projects

Requires an appreciation and respect for the Catholic Church and its teachings

High school diploma or equivalent supplemented by two (2) or more years of previous progressively responsible clerical/record-keeping experience in an office environment

Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook