Administrative Assistant[13]
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Administrative Assistant

Duties and Responsibilities - Major Position Responsibilities and Regular Activities

Ministry of Customer Service:

  • Oversees timely opening and secure closing of office each working day, e.g., lights, heart, office equipment, secures all windows and doors.
  • Provides a professional, pleasant, and organized office atmosphere for diverse internal and external customers and visitors.
  • Welcome and assist telephone caller by:
    • Directing the caller to the appropriate person.
    • Taking messages or forwarding calls into voice mail if person is unavailable.
    • Provides callers with information, e.g., address, directions to location, Mass times, etc.
  • Greets and assists parishioners/parents/students/guests/vendors.

 

Office Support:

  • Typing, filing, and coordination of meetings and associated correspondence/minutes/reports for pastor and Director of Administrative Services.
  • Oversee and participate in bulletin and other communication productions.
  • Background clerical work for parish events, as required.
  • Changes messages on parish/school signage and phone system.
  • Receives, sorts, and forwards incoming mail.
  • Assists in the ordering, receiving, stocking and distributing office supplies.
  • Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
  • Assists with other related clerical duties such as photocopying, faxing, filing and collating.
  • Proofreading and editing materials as requested.
  • Maintains Parish calendar.
  • Maintains rosters for councils, committees and organizations.
  • Coordinates and produces monthly newsletters, and other parish bulk mailings.

Records/Reports

  • Enters new parishioner data and updates existing parishioner data into parish census program, and electronically transmit information to Archdiocese and envelop service vendor as needed.
  • Creates census data reports, as needed.
  • Post parishioner contributions and prepare contribution statements.
  • Schedules Mass intentions.
  • Maintains sacramental registers, e.g., baptisms, marriages, deaths, confirmation, communion.
  • Handles request for sacramental certificates and other parish records.
  • Oversee and keep current repair and maintenance contract and records for all office and communications equipment.
  • Completion of Archdiocesan and/or government reports.

 

Other:

  • Documents and manages facilities keys.
  • Participate in the parish goals and objectives as they relate to hospitality.
  • Maintains orderly files and a clean, organized office space.
  • Special projects based on the cycle of the parish.
  • Attends parish staff meeting, as needed.
  • Attends Archdiocesan sponsored respective training/workshops.
  • Other duties as assigned.

Qualifications

Knowledge, Skills, & Abilities:

K: Knowledge

  1. High school degree or equivalent. Some college desirable.
  2. Comprehensive knowledge and application of grammar, spelling, and punctuation.
  3. One to three years office or customer service experience required.
  4. Working knowledge in MS Office products and office equipment.
  5. Proficient typing skills at or above 50 wpm.
  6. Must have a valid driver’s license for the State of Wisconsin.
  7. Some working knowledge in Parish Data Systems and Quick Books preferred.

S: Skills

  1. Professional working attitude and collaborative approach with a positive attitude.
  2. Strong written and verbal communications skills.

A: Abilities

  1. Exhibits promptness, flexibility, and dependability.
  2. Attention to detail.
  3. Ability to multitask, prioritize, and organize.
  4. Ability to maintain confidentiality.
  5. Exhibit patience and calmness in chaotic situations.
  6. Ability to work with and without direct supervision. 
  7. Active participation in the work of the Church perferred.

 

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 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.

Compensation

Type
Hourly
Notes

Additional Information

Start Date
2023-12-04
Location
St. Catherine - Milwaukee (E05)
Department
County
Milwaukee
Job Category
Parishes - Administrative
Employment Type
Part Time
Notes

To Apply

Instructions
Send Job Application, Resume and References
Contact Name
Tonya Johnson
Address
5101 W Center Street
Milwaukee, WI 53210
Phone
4144455115
Fax

Download an application:

General Application
Application for Parish/School Positions

For general information, visit our
Human Resources/Personnel Services Office page or call 414-769-3422.

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The Archdiocese of Milwaukee

3501 South Lake Drive
St. Francis, WI 53235

Phone:  (414) 769-3300
Toll-Free: (800) 769-9373
Fax:  (414)  769-3408