Description

Under direct supervision of the Campus Director of Evangelization & Discipleship, the administrative assistant/youth ministry performs parish-based duties associated with youth ministry department and provides organization, coordination, and guidance to the Youth Ministry Team. The administrative assistant / Youth Ministry operates at a complex clerical capacity and coordinates schedules and meetings, creates complex documents and reports, maintains filing systems, maintains the youth ministry register and sacramental registers for the parish, maintains and processes payments for classes, trips, and associated activities, as well as provide general office support. Also play an integral part in all Youth Ministry trips and retreats, including being present at these events. May act as bilingual contact, may provide support to parish staff. Job duties vary by assignment.

Requirements

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

· Perform administrative duties as assigned by the Campus Director for Evangelization & Discipleship (CDED) with minimal direction; may provide support for other departments as needed.

· Schedules and arranges meetings and appointments; drafts and type business correspondence; organizes department meetings & classes; takes meeting minutes, and answers and screens telephone calls; assists staff, visitors and others.

· Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

· Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing the parish & department in a positive light.

· Coordinate and schedule meetings, meeting rooms, and required equipment for internal meetings and those with other departments, plus with families in the faith formation/youth ministry/sacramental preparation participants.

· Develops and maintains effective records and information management systems, including a current and accurate filing system, sacramental records for the parish, student files and family records, and others as needed by the department.

· Completes requests by answering or referring inquiries via the telephone; greets visitors; refers calls to appropriate person, entity, or outside agencies.

· Assists in the activities with other receptionist/administrative staff in the parish for telephone coverage, vacation coverage, daily break and lunch coverage, and distribution of clerical workload; may participate in meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.

· Responsible for organizing and utilizing volunteer services for the department and with the director of music & liturgy.

· Ensures that the department leaders and appropriate personnel are apprised of developments and situations, exercising good judgment, and ensuring confidentiality is maintained in all areas of responsibility.

· Professionally communicates and interacts with staff members, management team, volunteers, and diocesan officials.

· Maintains “customer” confidence and protects operations by keeping information confidential.

· Prepares reports by collecting information and data.

· Prepares PowerPoint computer presentations for outlines or notes.

· Attends required meetings and gatherings.

· Contributes to team effort by accomplishing related results as needed.

· Continually monitors timeliness to achieve timely completion of all jobs.

· Performs all other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent supplemented by two (2) or more years of previous progressively responsible experience in an office environment. Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.

Other skills and duties. . .

· A high level of organizational and interpersonal skill is required.

Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

· Ability to read and analyze routine correspondence and compose appropriate responses. Must have excellent command of the English language. Ability to record and compose minutes. Ability to respond to common inquiries from diocesan entities, parishioners, or members of the business community. Confidentiality is essential.

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Person may be required to spend overnights on ministry retreats or mission trips. Must be willing to work in conditions of stress and function well under pressure.

PHYSICAL REQUIREMENTS

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.

Youth Ministry Assistant