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Front Office Administrative Associate

The front office administrative associate is a 40 hour per week position with the opportunity to work days, evenings and weekends on a rotating basis. The office is open Monday through Friday 8am – 8pm and Saturday and Sunday 8:30am – 5pm, with an admin team to cover all hours. The Administrative Associate is responsible for attending to visitors and dealing with inquiries on the phone and face to face from the public. In addition, s/he supplies information regarding the parish to the general public, parishioners, and customers. The position reports to the Front Office Supervisor and operates under close supervision with little latitude for the use of independent judgement and initiative. This position works in conjunction with other Front Office personnel and parish staff to perform a wide variety of administrative support tasks.

Duties:

  • Answer the phone
  • Welcome visitors
  • Provide information
  • Take accurate messages and route them to staff in a timely manner
  • Notify staff of a visitor's arrival
  • Handle incoming mail
  • Update internal telephone greetings
  • Check voicemail
  • Compose and type letters in English and Spanish
  • Enter information in parish database
  • Enter Sacramental information in Registers and database
  • Print out sacramental certificates
  • Write receipts
  • Create forms needed for the Parish
  • Maintain; Order supplies
  • All duties, as assigned



Knowledge, Skills, and Abilities:

  • Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity
  • Ability to operate various word-processing software, spreadsheets, and database programs
  • Ability to communicate effectively in English and Spanish
  • Ability to write proficiently in both English and Spanish
  • Ability to organize, prioritize, and utilize effective time management techniques
  •  Ability to maintain confidentiality at all times
  • Ability to carry out multiple tasks and meet deadlines
  • Ability to follow instructions furnished in a verbal or written formant
  • Ability to operate Microsoft Word, Excel, Publisher, Outlook, Power Point programs as well as the ability to learn parish software
  • Ability to work in a multi-cultural parish serving various cultures and a wide range of age groups
  • Ability to lift 20 pounds.
     

Minimum Qualifications:

Education and Training: High School Diploma or GED

Experience: 1 year of work related experience

Language: Must be Bilingual (English and Spanish) and proficient in Conversing and Writing

Certifications:

1. Valid Texas Driver’s License

2. EIM certified within 60 days of employment and maintain certification throughout the employment throughout the employment period.