Faith Formation Administrative Assistant

Job Description

Position Summary

The Faith Formation Administrative Assistant (FFAA) supports and assists the Director of Faith Formation (DFF) with the administrative and ministerial tasks connected with running the parish's Religious Education Program (REP) and Youth Ministry Program (YM). This position fosters relationships that help build up the parish community and extends radical hospitality in the name of Jesus Christ. In addition, the FFAA ensures that the regular administrative tasks of the REP & YM Offices are planned and executed with accuracy and completeness and in compliance with parish policies and procedures. All responsibilities are to be performed in a spirit of Christian service. This position reports to the Director of Faith Formation.

Duties and Responsibilities

• With a missionary spirit, foster a climate of Christian service, teamwork, and efficiency in the REP, YM and Parish Office.
• Serve as a point of contact for REP and YM parents and parishioners, offering radical hospitality to all, whether in person, in email, or on the phone.
• Handle phone calls and take messages as appropriate. Keep DFF informed about parishioner situations. Create and maintain phone and email system messages as needed.
• Assist with registration process for REP by working with DFF to update forms, prepare communications, process returned registrations, and confirm registrations to parents as received.
• Assist with Vacation Bible School Registration and week of coordination
• Be present for Tuesday Night & Summer REP Classes
• Occasionally attend supplemental Sacrament events, mostly on weekends
• Maintain student registration information and record tuition/fee payments for REP.
• Maintain teen registration information and record fees, payments, and forms for YM.
• Record information into the parish database, ParishSoft.
• Maintain all sacrament information and create certificates when needed.
• Prepare REP class lists and provide to catechists as needed.
• Assist with all sacramental and youth ministry retreats and events as needed, including preparing snacks and beverages for hospitality.
• Prepare and mail balance due statements as necessary
• Make sure all parish volunteers are VIRTUS compliant with Archdiocesan requirements and documentation and serve as the Assistant Site Administrator
• Help prepare the school building for REP Sessions.
• Change bulletin boards in the school building seasonally.
• Other duties as assigned.

Expectations
• Demonstrated ability for hospitality, administration and service
• Excellent customer service orientation and teamwork skills
• Excellent organizational and time management competencies while managing multiple priorities
• Unquestioned honesty and integrity
• Demonstrated ability to respect utmost confidentiality and consistently exercise discretion and good judgement
• Practicing Catholic preferred
• Ability to work well with others
• Strong attention to detail, accuracy and completeness
• Adaptable to changing work environment and frequent interruptions

REQUIREMENTS AND PREFERENCES

Education Required: High School Graduate or Associate's Degree

Experience Preferred: Administrative Assistant experience

Experience Preferred: Church or non-profit administrative experience

Skills Required: Excellent interpersonal skills Strong computer skills, especially Word, Publisher, Outlook, Excel and PowerPoint. Excellent verbal, written and multi-tasking skills. Excellent problem-solving skills with emphasis on detail and accuracy.

This document is only a description of the duties, accountabilities and requirements of the position. It is not intended to be an employment contract or promise of employment.

About the Employer

At St. Mary we believe all are called to go out and share the Good News, making disciples who build up the Kingdom of God through meaningful prayer, effective formation and loving service.