Address
Form of workPosition: Administrative Assistant to:
Director of Religious Education/Director of Discipleship Formation
FLSA Status: Non-Exempt/Hourly
Hours Authorized: Part-time-24 hours per week, with benefits.
(11 months-August-June)
- Hours: Monday with RE classes: 10:30 a.m.-6:30 p.m. 8 hours
Monday without RE classes:8:30 a.m.-4:30 p.m.
Tuesday: 8:30 p.m. -4:30 p.m. 8 hours
Wednesday: 8:30 p.m.- 4:30 p.m. 8 hours
Immediate Supervisor:
Director of Religious Education/Director of Discipleship Formation
Job Functions:
Done under the supervision of the DRE/DDF
- RE Registration
- Central Office File
- RE Bookkeeping
- Weekly Classroom Preparation
- Maintain Catechist Records
- Update & Maintain ParishSoft. RE Census, Tuition
- Clerical support for Sacramental Preparation
- Clerical support for Safe Environment
- Clerical support for DDF Family of Parishes
Position Summary:
“The Religious Education Administrative Assistant is responsible for providing secretarial and related office services for the Parish Catechetical Leader (DRE/DDF), Responsible for operating telephone system, distributing mail, greeting and referring visitors, processes mail, word processes letters, reports, memos, prepares deposit slips for cash, and maintains an inventory of materials needed.” (AOD Parish Job Titles and Descriptions, pg. 15).
Responsibilities:
- Be available in the office for the hours authorized.
- Religious Education Registration:
- In conjunction with the DRE/DDF, coordinate registration for the Religious Education Program.
- Type, copy, record, and mail or upload electronic copies through the Parish website for online registration.
- Receive, record, list, and process new and renewal student registrations.
- Label textbooks for students and catechist supplies for each class.
- Print class schedules, calendars, and attendance cards.
- Prepare folders and handouts for the beginning of the year classes.
- Put together and distribute family and catechist folders to include: Parent Handbook, etc.
- Assist in weekly classroom preparation by providing handouts, materials, and updating plastic folder for outside of each classroom used by RE.
- Maintain a basic understanding of the Religious Education Program, in order to inform the staff, parents, students, catechists, and the public.
- Maintain and update a central office file including students and families in the Religious Education Program.
- Complete all bookkeeping and billing for tuition and fees, forwarding checks and paperwork to the Parish Business Office.
- Assist in weekly classroom and resource preparation. Prepare door pockets with updated class lists, attendance sheets, fire and tornado drill maps, etc.
- With the approval of the DRE/DDF, submit material and updates to the Webmaster as needed.
- Assist DRE/DDF with Catechist Records:
- Assist in the implementation and administration of the catechist formation records, certification, and programs at St. Hugo of the Hills Parish.
- Maintain paper and electronic files for individual catechists and teachers at St. Hugo School (active or inactive).
- Annually update files in June.
- ParishSoft Programs:
- Send out e-mails to parish, school, catechists or RE families as needed.
- Maintain the Religious Education and Tuition Modules. (OSV)
- Annually update family information from the registration forms into the Family Directory.
- Sacraments:
- Assist in the Sacramental Preparation procedures for Grade 2 Reconciliation and First Communion program and Grade 8 Confirmation Program.
- Type, duplicate and prepare all materials submitted by the DRE/DDF for each sacramental preparation and celebrations.
- Create sacramental certificates.
- Assist with receptions after the Sacrament Masses.
- Safe Environments:
- Assist in the administration of the Archdiocesan children’s program:
Empowering God’s Children.
- Assist in monitoring the Safe Environment Policy regarding Catechist:
- Criminal Background Check.
- Be up-to-date in Protecting God’s Children certification.
- Adhere to practices stated in the AOD Code of Conduct.
- Attend meetings of:
- Director Religious Education/Director of Discipleship Formation.
- Parish Staff.
- Orientation meetings for catechists and families.
- Sacramental parent meetings and rehearsals.
- Sacramental and RE Masses.
- Catechist Appreciation Dinner.
- Keep confidential all information, which is disclosed while serving in our professional role as a religious authority and representative of the Church.
- Perform other related duties as assigned by the Pastor/Moderator, Associate Pastor/Priest in Solidum, and Director of Religious Education/Director of Discipleship Formation.
Qualifications/Requirements:
- Must be a person of faith who is an active, practicing member of the Roman Catholic Church. They also must be committed to Gospel values, as well as the Mission of St. Hugo of the Hills Parish and School.
- Strong IT skills which include a experience specifically in Microsoft Office and ParishSoft programs or the capability to quickly learn them.
- Demonstrate ability to set priorities and organize work effectively, efficiently and the ability to develop and maintain effective record-keeping systems.
- Ability to represent professionally and cordially the Parish or Religious Education Office to those who call, write, or visit.
- Ability to honor and maintain confidentiality.
- Ability to communicate well verbally or in writing.
- Strong relational and communication skills required.
QUALIFIED CANDIDATES SEND RESUME TO:
Sharon Williams
Director of Religious Education/Director of Discipleship Formation
sharon.williams@sthugo.org
