Administrative Assistant

Job Description

Job Title: Administrative Assistant
Reports To: Director of Evangelization
Position Type: Full-time

Position Summary:
The Administrative Assistant supports the mission of the parish by providing comprehensive administrative and programmatic assistance to the Director of Evangelization. This role is integral to the smooth operation of faith formation programs, sacramental preparation, and parish engagement efforts. The assistant helps maintain accurate records, coordinates communication, supports liturgical environments, and facilitates sacramental processes with attention to detail and pastoral sensitivity.

Key Responsibilities:
Administrative & Operational Support:
Provide direct administrative support to the Director of Evangelization, including scheduling, correspondence, and project coordination.
Supports the registration processes, including collection, organization, and tracking of paperwork for the faith formation programs within the parish.
Prepare, organize, and manage lists for classes, ministries, and communications.
Support special events, such as parish missions and sacramental celebrations.

Sacramental Records & Program Support:
Maintain sacramental registries for First Holy Communion, and Confirmation in accordance with diocesan guidelines.
Prepare and issue sacramental certificates for Confirmation and First Communion for children's program.
Handle sacramental record notifications, both sent to and received from other parishes, in a timely and confidential manner.
Ensure proper documentation and recordkeeping for all sacramental celebrations.

Liturgical Environment Support:
Responsible for the preparation of the liturgical environment in accordance with the Liturgical Church calendar.
Ensure appropriate liturgical colors and seasonal elements are displayed, including changes for special feasts and events. Including ordering floral arrangements, candles for Easter vigil, banner changes to match the season or liturgical event, ordering yearly palms for Palm Sunday.
Collaborate with liturgy teams to support a prayerful and welcoming worship space.
Develop a team of volunteers to support the Liturgical Environment Ministry.

Qualifications:
Strong organizational and administrative skills with high attention to detail.
Proficiency in office software and database management is important.
Excellent written and verbal communication skills.
Ability to manage multiple tasks and deadlines effectively.
Familiarity with Catholic liturgy, sacramental practices, and parish life preferred.
Ability to handle confidential information with discretion.
Collaborative mindset with a willingness to support parish missions and ministries.

Work Environment:
Busy Parish office setting. Normal hours Sunday, 7:30 - 1:30 pm and Monday through Thursday from 9:00 am - 5:00 pm. Some weeknight hours based on program needs and liturgical events.

This role is well-suited for someone who is both detail-oriented and mission-driven, with a desire to support the spiritual life of the parish through strong administrative and pastoral service.

About the Employer

St. Clare of Assisi is a vibrant and welcoming Catholic community in Surprise, Arizona.

Our mission is to form missionary disciples of Jesus Christ by accompanying individuals and families into deeper communion with God through the Sacred Liturgy, the Sacraments, prayer, and lifelong formation in the truth and beauty of the Catholic faith.