Administrative Assistant - Evangelization And Catechesis - St. Theresa Catholic Church

Administrative Assistant - Evangelization and Catechesis - St. Theresa Catholic Church
As part of the Department of Evangelization and Catechesis, this member of the pastoral staff works collaboratively with a team to implement best practices and comprehensive catechesis ministering to the whole family and all ages.
Job purpose
An integral member of the pastoral staff and catechetical programs, responsible for providing office and event support to the Evangelization & Catechesis Department.
Duties and responsibilities

1. Serve as first contact for the department, providing welcome, answers to initial questions and direction as needed for persons and families inquiring into available programs.
2. Manage intake and registration for catechesis classes and Sacrament preparation (including 1st Reconciliation, 1st Eucharist, Confirmation and RCIA)
   1. Update/create registration forms
   2. Publicize through all available marketing and media options, including updating the website
   3. Organize information in PDS (or other system) according to ministry director's preference
   4. Follow up on missing forms or fees.
3. Manage supplies and books for ministry programs.
   1. Place orders as needed
   2. Stock classroom closets
   3. Stock, organize and assist in the catechesis resource rooms
4. Assist in recruiting volunteers, including catechists and office angels
   1. Record volunteer information in PDS
   2. Follow up with catechists as needed
   3. Assist with catechist trainings
   4. Organize projects for office angels
5. Assist with facilitating catechesis classes on Sundays and Wednesdays
   1. Open classrooms and distribute student sign-in sheets
   2. Assist in Resource Room and as needed on campus
   3. Close classrooms and collect student sign-in sheets
   4. Record attendance, make up work and progress of home-based catechesis
6. Update catechesis bulletin boards
   1. Post accurate curriculum calendars and corrections when needed
   2. Ensure important volunteer information is clearly posted (i.e. copy codes, classroom numbers, other signage)
7. Assist with preparation and facilitation of other Evangelization & Catechesis related events including: family sessions, sacramental retreats, and adult formation.
   1. Reserve rooms
   2. Prepare materials
   3. Order food
   4. Set up room
   5. Communicate with parents and catechists
8. Compile information for Sacramental records
   1. Collect documentation for those preparing for Sacraments (age 7 & up), including Baptismal certificates, sponsor covenants and birth certificates (when needed)
   2. Compile information for entry into Sacramental records and notification of church of Baptism
   3. Order, print, seal, and distribute certificates to individuals who have received sacraments
   4. Maintain detailed records of children, youth, and adults in Sacrament programs to track their participation and assignments
9. Assist with Vacation Bible School program
   1. Support VBS specifically in these areas: Registration, Volunteer Coordination/Management, Training, Supply Ordering, Event Fabrication
   2. Support the Director of Children's Ministry with any VBS-related tasks needed
10. Follow up on EIM compliance of Evangelization & Catechesis volunteers
11. Serve as an additional EIM site administrator for the parish.
12. Other duties related to Evangelization & Catechesis

Qualifications
Minimum

• Commitment to the mission of the parish
• High school graduate or equivalent
• 2 years successful office administration
• Proficient computer skills, including email, databases, internet searches, Microsoft Office Suite and word processing at 50 wpm
• Ability to plan and organize work effectively and efficiently
• Demonstrated ability to recognize and honor diversity within the parish community
• Ability to appropriately represent the parish to those who call, write, or visit
• Ability to honor and maintain confidentiality
• Excellent oral, written and interpersonal skills.
• Organizational skills.
• Problem solving skills.
• Compliance with Diocese of Austin Ethics & Integrity in Ministry policies within 60 days of hire.

Preferred:

• Proficient skills in Parish Data Systems (PDS)

Working conditions
Full time 40-hour work week. Irregular working hours due to the needs and structure of the ministry. Adjustments in hours
may be needed at times to meet specific deadlines or program responsibilities. Some evening and weekend hours are required. Must maintain confidentiality of office information. Flexibility is required as well as collaboration, especially in regard to shared space.
Physical requirements -

• Must be able to lift and carry up to 20 lbs
• Must be able to stoop and kneel
• Must be able to operate office equipment