Duties and Responsibilities:
Ability to plan, communicate, and execute all support needed for Child and Family Formation programs including but not limited to the following:
Administration
- Maintaining a Christian Formation child and family database.
- Responsibility for all necessary paperwork, e.g. Safeguarding and Sacramental preparation documents, copies for catechists and more, recording formation attendance and program participation. Notices trends in absences and follows up with families per the Director’s request.
- Ordering items in various categories, organization in multiple areas
- Understands and works with Director on approved budget expenditures. Managing/executing financial processes for purchase orders, payments, ordering, check requests, etc.
- Assists in day to day administrative needs of the Director.
Communication
- Helps execute effective internal and external communication. Checks that calendars and communications to fellow office team and school are in order and looks ahead for upcoming programs for which we need to prepare.
- At times, help with additional and varied communication with schools, and neighboring and deanery Parishes.
- Assists with Child and Family formation updates to the website.
- Fosters good communication with Director and timely, productive, and fruitful work with regular check-ins.
Formation Presence and Assistance
- Will be called upon to be in support of and present at a number of Christian Formation events, including Catechesis of the Good Shepherd sessions, regular Wednesday evening Formation, special family events, and summer activities.
- Assists in the formation of the children including:
- securing subs, acting as a sub or a helper in a Catechesis of the Good Shepherd session on occasion.
- ordering and organizing materials/food for various classes and events.
- Set-up and all logistics associated with programming for formation/other events, including event shopping.
- Writing and sending communication got families and parish regarding upcoming programming and events.
Other:
- Participate in the parish goals and objects as they relate to Child and Family Formation.
- Maintains orderly records & files, and maintains a clean, organized office space.
- Special projects based on the cycle of the parish/school.
- Attends all staff meetings and Christian Formation team meetings.
- Other duties as assigned.
Qualifications
Knowledge, Skills, & Abilities:
K: Knowledge
- Experience in administrative assistant role required. Experience as a program assistant preferred.
- Catechesis of the Good Shepherd training or willingness preferred.
- Two years or more experience as an administrative assistant in a Parish setting or customer service experience/experience working with children or families preferred.
- Working knowledge in MS Office products, Google applications, and Church office database system.
- Active Catholic fully participating in the Sacraments who loves the Church and all of her teachings.
- Must have a valid driver’s license for the State of Wisconsin.
S: Skills
- Professional working attitude and collaborative approach displaying a positive attitude.
- Strong verbal and written communications skills. Ability to proofread and edit.
- Ability to plan, communicate, and execute all support needed for Child and Family Formation programs.
A: Abilities
- Proven ability to prioritize, organize and execute work efficiently, follow up on tasks that are not complete, and keep team informed through transparent, honest communication.
- Has high attention to detail and ability troubleshoot.
- Ability to work without direct supervision.
- Ability to maintain confidentiality. Treats co-workers and parish families with care, concern, and has a willingness to minister to families by making phone calls and checking on their needs or assisting with special circumstances.
- Exhibits promptness, flexibility and dependability.
ADA Physical Requirements:
- The employee is regularly required to sit, stand, walk, talk and hear.
- The employee is frequently required to sit for extended periods; use hands; reach with hands and arms.
- Close vision required for paperwork and computer.
- Able to utilize a computer keyboard, monitor, and telephone.
- This role functions in an office environment and uses standard office equipment.
- Ability to lift 20 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.