Front Office Administrative Assistant

Location: St. Thomas More Catholic Church

Employment Status: Full-Time

FLSA Status: Non-Exempt (Hourly)

Schedule: Monday - Friday, 35-40 hours per week

Reports to: Pastor

*Full-Time Benefits: Paid Holidays/Holy Days, Accrual of paid Vacation and Sick Days, 403b Retirement, 401 (a) Pension Plan, Medical, Dental, Vision, Life, Employee Assistance Program, Short-term/Long-term Disability. *Benefits may vary based on employment status and location.

Summary:

St. Thomas More Catholic Church, located at 4411 Moana Drive in San Antonio, TX is looking for a Front Office Administrative Assistant. The Front Office Administrative Assistant facilitates the efficient operation of the parish front office by performing a variety of clerical and administrative tasks. Operates multi-line telephone system, greet visitors, assists with inquires on the phone and in-person. Provides a welcoming atmosphere for all our guests. Supplies information regarding the organization; undertakes a variety of tasks.

Position Responsibilities:

• Answers multi-line telephone while providing general information to callers. Screens and directs calls to appropriate personnel.
• Welcome and greet visitors, responds to all inquiries, in person, email, or on the telephone, in a professional and courteous manner.
• Maintains filing systems and data entry as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules meetings, and appointments
• Prepares agendas and schedules for meetings.
• Maintains office and church supplies and coordinates maintenance of office equipment.
• Reports and requests maintenance for space and equipment as required for meetings and events.
• Processes agency incoming, outgoing mail, and bulk mailings as needed, issues necessary paperwork and monitors bulk mail account.
• Creates and modifies documents such as bulletins, invoices, reports, memos, letters, and financial information using word processing, spreadsheet, database and/or other presentation.
• May conduct research, compile data and prepare documents for supervisor review.
• Attends staff meetings, days of prayer, professional development and celebrations with staff as requested.
• Is attentive to the needs of culturally diverse populations, incorporating intercultural competency into all facets of ministry.
• Adheres to safety training and protocols daily while taking precautionary measure to ensure the safety and well-being of self, others.
• Responsible for protecting the confidentiality of any information or material obtained in the service of the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Archdiocesan Code of Conduct and the Faith and Morals policy of the Catholic faith is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

Supervisory Responsibilities

• This position does not have direct supervision of staff. May occasionally supervise volunteers.

Minimum Qualifications:

Education:

• High school Diploma or equivalent
• Associates degree preferred

Experience:

• At least three (3) years experience of working in an administrative role providing direct support.
• Bilingual in Spanish and English

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills:

• Experience with computer software and Microsoft Office Applications
• Working knowledge of Microsoft Word, Publisher, Excel, PowerPoint
• Working knowledge of Google Docs and Sheets
• Must be able to compute rate, ratio, and percentages and to create and interpret charts, graphs, etc.
• Strong language skills and professionalism required.
• Ability to write reports, correspondence, and procedures.
• Ability to effectively present information and respond to questions from groups of pastors, parishioners, educators, and the general public.
• Spanish speaking and writing skills are preferred.
• Translation and interpretation from English to Spanish a plus.
• Strong organization skills and time management skills
• Strong customer service skills
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good critical thinking and problem-solving skills.

Physical Demand/Work Environment:

While performing the duties of this job the employee is:

• Regularly required to talk or hear.
• Frequently is required to stand, walk, sit, and use hands to finger, handle, or feel.
• Occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.
• Must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and distance vision.
• Exposed to moderate noise level in the work environment.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.