Job Opportunity

Parish:  St. Patrick, Placerville, CA

Position:  Administrative Assistant

Classification:  Non-Exempt

Schedule:  Part-time

Supervisor:  DRE or CRE

Job Summary:  Responsible for providing secretarial and related office services for the religious education administrative staff and volunteers. 

Essential Functions:

· Perform secretarial duties for the DRE, CRE, and other designated staff; receive and place telephone calls; type written communications. Greet and refer visitors to the appropriate ministers, services or agencies.  Prepare bulk mailing.  Process incoming/outgoing mail

· Attend staff meetings and other meetings as requested.

· Coordinate the use of keys for religious education facilities.

· Maintain petty cash fund and record.

· Oversee the opening and secure closing of the office each day.  Ensure that all machines are off, answering service is on, windows and doors are locked and all appropriate lights and heat are off.

· Oversee an inventory of office supplies.  Order materials, supplies or equipment as needed.  Oversee the maintenance contracts for the various office machines.  Conduct annual inventory.

· Coordinate volunteer programs.  Supervise volunteers as needed for office and other religious education projects.  Recruit, orient, train, and support volunteers.

· Duplicate and distribute materials.

· Establish and maintain a comprehensive filing system for student files and records.  Maintain and update student’s records.

· Maintain tuition and fee schedules.  Develop and update record keeping system on an annual basis to ensure that fees are collected and are recorded accurately.

· Coordinates the registration process for new and returning students.  Ensure that parents have received and accurately completed all necessary forms.

· Provide other assistance as needed. 

Minimum Qualifications:

Education, Training, and/or Experience:  High School diploma or equivalent; three years of successful general secretarial experience

Skills/Abilities:  typing at 50 wpm; demonstrated ability to set priorities and organize work effectively and efficiently, including developing and maintaining effective record-keeping systems; ability to compose correspondence, minutes and/or reports; ability to represent the religious education program to those who call, write, or visit; ability to honor and maintain confidentiality. Office management experience preferred.  Bilingual ability in Spanish and English preferred.  Must be willing to work a flexible schedule.