Faith Formation Administrative Assistant (Bilingual: Eng./Viet.)

Blessed Sacrament Catholic Church

POSITION TITLE: Faith Formation Administrative Assistant (Bilingual: English and Vietnamese)
JOB CLASSIFICATION: Non-Exempt, Part-time (20 hours)
DEPARTMENT/PROGRAM: Faith Formation
REPORTS TO: Director of Faith Formation
PAY RANGE: $18 to $22 Based on experience, education, and qualifications.

JOB SUMMARY:
The Administrative Assistant supports the Director of Faith Formation to help meet the needs of faith formation for our parishioners. The ideal candidate will have strong organizational skills, keen attention to detail, and a welcoming demeanor making all feel welcomed and part of the Blessed Sacrament Parish Family.

Because all Blessed Sacrament Catholic Church employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

The Administrative Assistant:

• Shares the mission work of the church by walking in faith and sharing the faith with others.
• Is a professional staff person responsible for administrative duties in the Faith Formation Office aiding Program Assistants and Program Coordinators in serving parishioners, catechists, and clergy in faith formation activities.
• Works in close cooperation with the Director of Faith Formation to foster communication and logistics among all faith formation programs through communication and technology.

RESPONSIBILITIES:

Primary duties and responsibilities include:

• Greets, welcomes, and assists individuals interacting with the Faith Formation Office in a professional and pastoral manner.
• Supports Program Coordinators in communicating with faith formation participants, parents, families, catechists, and volunteers in answering questions and providing information and direction on various programs.
• Answers phone calls, emails, and receive and communicate with in-person families and volunteers.
• Maintains a tidy and presentable work area at all times.
• Assist staff with clerical and administrative support as needed including but not limited to preparing communications such as memos, emails, texts, invoices, reports, flyers, and announcements.
• Maintains consistent communication with staff through the collection and distribution of mail and correspondence to faith formation staff.
• Maintains electronic and physical filing systems.
• Scheduling appointments and maintaining calendars.
• Assists with travel arrangements, conference registrations and booking facilities (including parish facilities) for events.
• Assists in safekeeping and handling in the bookkeeping of cash/checks from registration, retreats, and other programs.
• Assists in the processing of expense reports and check requests.
• Facilitates the ordering and maintenance of office supplies and materials.
• Assists in the preparation and recording Sacramental Records as needed.
• Help with any in-service and seasonal activities that may be needed including event planning and coordination.
• Data entry and analysis including the use of Camino for generating reports such as class rosters, attendance, worksheets, student rosters, teacher rosters, parent contact information, class schedule, tuition reports, etc.
• Writing and/or editing instructional documents as assigned.
• If needed, be present on Confirmation and/or Faith Formation class days and related program events.
• Irregular hours that include weeknights and weekends, with notice.
• Active work with staff and parishioners that may include, but is not restricted to: sitting, standing, walking, bending, lifting, reaching, dancing, singing, and some driving.
• Performs other duties as assigned.

QUALIFICATIONS:

• Practicing Catholic who models their faith in daily life.
• High school diploma or equivalent; additional education or certification in administration or accounting is a plus.
• Possesses general good health, emotional maturity, and stability to permit consistent performance in all job duties.
• Ability to work effectively in a fast-paced environment and prioritize tasks.
• Excellent organizational skills and ability to multi-task while paying attention to detail
• Strong administration skills, oral/written/public communication skills in English and Vietnamese.
• Willingness to work as a team member and collaborate for the good of the community. Ability to work both independently and collaboratively with all.
• Strict standards of confidentiality and ethics.
• Computer competency with commonly used business applications (PowerPoint, Word, Excel, Email, Google Docs, Canva) and familiarity with office equipment.

PREFERED:

• Church or non-profit experience.
• Basic Certification
• Possesses personal qualities such as discretion, good judgment, integrity, kindness, empathy, sympathy, understanding, respect, loyalty, and a sense of humor.

Work Conditions

• The position primarily involves work in an office setting within the parish premises, requiring frequent use of office equipment such as computers, telephones, printers, credit card swipe, postage machine, and filing systems.
• Evening and weekend work is required to accommodate parish programs and events.
• Must be available to adjust the schedule as needed to meet the needs of the parish community and ministry activities.
• Regular interaction with children, youth, adults, and volunteers in a professional and faith-based environment.
• Some local travel may be required for parish and diocesan meetings or events.

Physical Requirements

• Ability to remain seated for extended periods while performing administrative tasks.
• Frequent walking, standing, and moving around the parish campus to support programs and events.
• Ability to lift and carry items up to 25 pounds, such as program materials, supplies, and event setups.
• Manual dexterity required for operating office equipment, creating materials, and managing paperwork.
• Visual and auditory ability to communicate effectively with staff, volunteers, and parishioners in person, via email, and by phone.
• Must be able to set up and dismantle chairs, tables, and other equipment needed for parish activities as required.