Administrative Assistant Diocese Of Victoria Inez

Job Title : Administrative Assistant
Date : 19 February 2021
Company : Diocese Of Victoria
City : Inez

Diocese Of Victoria Careers 2021 - Diocese Of Victoria require a new employee to fill Administrative Assistant that will be placed in Inez.

Diocese Of Victoria Jobs 2021

Detail of : Administrative Assistant Job Opening in Inez

LOCATION: St. Joseph Catholic Church, Inez

STATUS: Non-Exempt

SALARY: Commensurate with Experience

CLEARANCES: Background, Fingerprint, & Driving

FULL OR PART TIME: Full Time, with Benefits

REPORTS TO: Pastor of St. Joseph Catholic Church

POSITION SUMMARY

The purpose of this position is to provide the bookkeeping responsibilities of the parish and secretarial needs for the pastor and the parish.

I. ESSENTIAL DUTIES AND RESPONSIBILITIES

DAILY Duties

  • Provide exceptional customer service while processing incoming phone calls, responding to requests, greeting visitors and handling walk-in requests.
  • Schedule appointments for the Pastor and assist with miscellaneous tasks as needed.
  • Replace and replenish hall, church, rectory, office with necessary supplies as they are depleted – paper towels, toilet paper, hand soap, etc.
  • Handle written communications and process mail.
  • Maintain all sacramental records and prepare certificates as needed.
  • Maintain the Death Registry record of those who have died.
  • Maintain the files for Clergy Records from funerals.
  • Maintain all files including personnel files and required paperwork, maintain parish membership lists, birthday and anniversary lists, and ministry lists.
  • Order supplies as needed for office, parish, Education Center for liturgical seasons and special masses from approved vendors.
  • Ensure maintenance/cleaning and pest control services are completed as needed for office, Education Center, etc.
  • Ensure subscriptions to magazines, homily and liturgy preparation, music licenses, missalettes are renewed as needed.
  • Document Mass and Mass donations/requests in the Daily Mass Record book as well in the computer files. Print Mass intention pages as needed and place the book in the safe.
  • Maintain the calendar for Church weddings, Hall Rental and prepare contracts as needed.
  • Oversee the check-out of keys for the hall, pavilion, visiting priests, dumpster, etc.
  • Prepare weekly parish bulletin by phone, written, and print requests. Prepare “Announcement” page and “Weekend Reminders” for the Pastor as needed.
  • Prepare the schedule for all Extraordinary Ministers, Lectors, Altar Servers, Ushers and Cantors every 6 weeks.
  • Prepare and print seasonal flyers as needed for liturgical year, Thanksgiving service, missions, retreats, etc.
  • Ensure proper scheduling and securing the Inez Community Center (1 year prior to event date) from local Knights of Columbus and Pastor of Parish for Community Thanksgiving gathering. Assist with coordinating event with local churches of First Baptist, Emmanuel Lutheran and Crossroads Country Cowboy Church.
  • Ensure proper scheduling and securing the Inez Community Center (1 year prior to event date) for parish Picnic that occurs the 2nd Sunday in September.
  • Assist with coordinating the Annual Giving Tree with parishioners and CASA.
  • Complete Cemetery plot deeds as they are sold. Provide copy of St. Joseph Cemetery Rules and Regulations to the purchaser at the time of sale. Maintain cemetery records through the Diocesan Cemetery Data Bank at: www.vccms.org.
  • Prepare and mail registration forms for new parishioners as requested.
  • Ensure availability for contract works (carpenters, painters, etc.) for the office and/or rectory repairs and/or remodeling.
  • Maintain office equipment such as computers, copiers, voice over IP (VOIP), routers, etc. as needed.
  • Familiarity and understanding of social media platforms while assisting in the documentation of appropriate and updated St. Joseph Catholic Church information located on the website at: www.stjosephinez.org and Facebook page.
  • Other duties as assigned by the Pastor.

PAYROLL AND FINANCE Duties

  • Responsible for processing bi-weekly and monthly payroll through PrimePay.
  • Count the weekend and any other collections (second collections/Holy Days; Christmas and New Year, funerals) and prepare deposits
  • Record weekly/monthly offerings and e-giving in Church DB and Quicken Books
  • Keep track of all banking activities – checks written, deposits made, including up-to-date posting of income and expenses in Quicken Books
  • Submit the yearly Mass stipend of the Pastor to the CPA for tax preparation
  • Participate in Year-End PrimePay Virtual Webinars for current/new end-of-year payroll procedures
  • Review and submit PrimePay yearly tax return information for the Pastor to sign; W2s, 1099s, and mail required documents to IRS while maintaining copies for parish records.
  • Balance Quicken Books with monthly bank statements. Submit statement copies and reports to Parish Finance Co-Chair.
  • Prepare checks and envelopes and attach invoices for signature by Pastor
  • Prepare and maintain financial records for payroll as well as for quarterly/annual Finance Council meetings as requested by the Pastor
  • Prepare Finance Reports for parishioners as requested by the Pastor

ANNUAL Duties

  • Prepare the Diocese of Victoria Annual Report for each fiscal year prior to the first Finance meeting of the year for review prior to submission.
  • Complete the annual Attestation of Compliance Validation
  • Annually compile numbers and required information for The Official Catholic Directory as requested from the Diocesan Vicar General/Chancellor office.

II. COLLABORATIVE RELATIONSHIPS

  • Builds trust and ongoing positive relationships with all stakeholders.
  • Assists in maintaining regular communication with Catholic Communities of Inez.
  • Assists and helps maintain regular communication with all diocesan offices but especially the Office of Safe Environment, Office of Human Resources, and Office of Business and Finance.
  • Foster positive communication and community relations with outside entities and agencies within the scope of the position, or as assigned by the Pastor.

III. WORKING CONDITIONS

  • The work will be carried out in a controlled, agreeable environment as generally represented by normal office conditions.
  • This position involves office work of a professional nature and some travel within the diocese as needed. Some nights, weekends and use of personal vehicle may be required.

IV. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop kneel to install computer equipment. The ability to sit for an extended period at a computer workstation and handle moderate noise, e.g., office with computers, phone, printers, light visitor traffic, etc. Required regular, predictable attendance with the ability to work in a confined area with co-workers. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus due to computer work. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

V. MENTAL AND APTITUDE REQUIREMENTS

  • The ability to hear and talk; strong writing skills, analytical, conceptual, problem-solving and decision-making skills; and handling multiple tasks within the confines of deadlines.
  • Must have a “growth mindset” in lieu of “fixed mindset”:
  • “In a growth mindset, individuals have an underlying belief that their learning and intelligence can grow with time and experience. When people believe they can get smarter, they realize that their effort influences their success, so they put in extra time, leading to higher achievements. In a fixed mindset, individuals believe their qualities are fixed traits and therefore cannot change. These people document their intelligence and talents rather than working to develop and improve them. They also believe that talent alone leads to success, and effort is not required.”

VI. QUALIFICATIONS AND SKILLS

  • High school diploma required. Associate degree preferred.
  • Minimum of 3 to 5 years of relevant administrative work experience, executive administrative support preferred.
  • Must be a practicing Catholic and in good standing with the Church.
  • Acquainted with church administrative and organizational structures preferred.
  • Bilingual with the ability to read, write and speak Spanish is preferred.
  • Compassionate personality, patient, responsible and committed to assisting and working with parishioners, children and families.
  • Must possess the ability to work well independently as well as part of a team.
  • Demonstrated ability to prioritize, organize, multi-task numerous complex assignments and manage time.
  • Possess superior leadership, administrative, and organizational skills and a pleasant telephone personality.
  • Excellent written and verbal communication skills as well as interpersonal relationship skills.
  • Must be self-motivated, able to work under pressure and able to work with a wide variety of individuals in multicultural settings.
  • Demonstrate sensitivity to diverse cultures.
  • MUST be experienced in Microsoft Office programs, especially Microsoft Excel & Word. Use of sort, filter and mail merge is required. Knowledge of Power Point helpful.
  • Knowledge of Quicken program, Adobe Acrobat and Adobe Reader DC programs to view, print, and edit documents as needed.
  • Ability to compose correspondence independently.
  • Takes extra care regarding numeration details and grammar in reporting preparation.
  • Skilled in customer service and/or working with challenging personality types in demanding situations.
  • Experience in successfully creating and/or improving work flow processes.
  • Must have working knowledge of telephone, computer, 10-key, printer, fax machine, typewriter, adding machine, copy machine, projector, VCR, DVD, postage machine, bulk mailing procedures and other electronic devices related to the position.
  • Must have adequate, available and reliable transportation.
  • Annually, employees must provide a copy of their valid driver’s license and proof of personal automobile insurance with adequate coverages as required by the DOV Office of Transportation Policy. May require fingerprinting and other background checks as deemed necessary for the position requirements.
  • Must adhere to parish/DOV employee handbook of personnel policies.
  • Must adhere to parish/DOV handbook of accounting policies and procedures.
  • Must maintain extreme confidentiality, care, and trust of information that may be of a personal or sensitive nature pertaining to employees, clients and/or the Catholic Communities of Inez and overall DOV.
  • Position is security sensitive.

VII. HOW TO APPLY AND SUBMISSION DEADLINE

1) Completion of the following items is required for consideration:

  • Diocese of Victoria Employment Application
  • https://www.victoriadiocese.org/current-job-postings
  • Résumé, with three (3) professional references and contact information

2) Submission deadline of required documents is:

  • Friday, March 5, 2021

3) Submit the completed documents to:

  • Melissa Salinas, Diocesan Director of Human Resources by:
  • Mail: P.O. Box 4070, Victoria, TX 77903-4070

4) For Questions, contact:

  • Melissa Salinas, Diocesan Director of Human Resources OR
  • Fr. Barnabas Kyeah, Pastor of St. Joseph Catholic Church
  • Phone: (361) 827-7177 or (361) 782-3181

Note: This description is intended to indicate the kinds of tasks and levels of difficulty that will be required by this position. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

Job Type: Full-time

Pay: From $11.00 per hour

Benefits:

  • Dental insurance
  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insurance

Schedule:

  • 8 hour shift
  • Monday to Friday

Education:

  • High school or equivalent (Preferred)

Experience:

  • Microsoft Office: 1 year (Preferred)
  • Customer Service: 1 year (Preferred)

Work Location:

  • One location

Setting:

  • Other

Financial Duties:

  • Expense reports
  • Processing payments
  • Billing
  • Payroll
  • Purchasing

Company's website:

  • www.stjosephinez.org

Benefit Conditions:

  • Only full-time employees eligible

Work Remotely:

  • No

COVID-19 Precaution(s):

  • Social distancing guidelines in place
  • Virtual meetings
  • Sanitizing, disinfecting, or cleaning procedures in place

If you strong confindence you meet the requirement above, please register and sign in to Diocese Of Victoria e-recruitment website with link as follow :



Notes :

  • Only qualified candidates that meet with the above requirements would be processed in this recruitment.
  • Only qualified, short-listed applicants will be invited for furthers process.

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