Administrative Assistant, Full-Time, St. Martin of Tours Parish

St. Martin of Tours Parish is looking for an Administrative Assistant, Full-Time.

Hours:

• 40 per week, hourly basis
• Monday – Friday, (includes a 1-hour unpaid lunch break)
• Core hours may vary based on church activities
• Weekend or evening hours require prior approval from the Pastor or designee

Purpose of the Role:

The Administrative Assistant provides clerical and administrative support under the general supervision of the Pastor to ensure the effective functioning of church and office operations. Serving as the second point of contact for visitors and callers in the absence of the Office assistant and front desk volunteers. This role plays a key part in creating a welcoming and professional atmosphere. The Administrative Assistant is essential for maintaining smooth administrative processes that support all church ministries.

Reports to: Pastor

Required Skills & Qualifications:

• Strong personal commitment to the Lord and passion in serving in a church setting
• Excellent interpersonal skills with a compassionate and welcoming demeanor
• Proficiency in clerical tasks, communication, computer use, and organization
• Ability to assess needs and proactively address them
• Strong verbal and written communication, editorial, and publishing skills
• Professional attitude and a servant’s heart
• Commitment to confidentiality and integrity in handling sensitive information
• Willingness to learn new skills, collaborate as a team player, and demonstrate dependability

Key Responsibilities:

• Visitor & Guest Support: Greet and assist visitors, members, and service personnel during office hours
• Phone Management: Serve as the secondary contact for calls, relay messages, and check voicemail regularly
• Correspondence & Mail: Draft letters, distribute mail, and manage follow-ups
• Email Management: Monitor and respond to emails or flag important items for action
• Office Equipment Maintenance: Operate, clean, and schedule service for office equipment as needed
• Church Records Management: Maintain membership records and accurately enter weekly contributions using church management software (ParishSoft).
• Event Calendar Management: Maintain and update the master calendar for all church activities
• Report Generation: Provide reports as requested by the Pastor or church members
• File Organization: Keep office files structured and provide guidance on file management
• Membership & Attendance Records: Maintain records of baptisms, confirmations, weddings.
• Office Supplies: Track inventory and reorder supplies as needed
• Bulletin Board Maintenance: Keep bulletin boards and church calendars updated with current events
• Create the weekly church bulletin and send to all Parishioners weekly via email: Email to the office Assistant for printing.
• Emergency Repairs & Maintenance: Coordinate emergency repairs (lighting service, plumbing, etc.)
• Other Duties: Point of contact with the school and vendors. Perform additional tasks as assigned by the Pastor or church leadership

General Expectations:

• Maintain a professional appearance and work ethic
• Adapt to a fast-paced environment with flexibility and composure
• Be available for occasional evening and weekend work
• Exercise sound judgment and attention to detail
• Demonstrate a proactive, self-motivated approach to tasks
• Exhibit strong administrative abilities and the capacity to work independently
• Maintain accurate work records and adhere to attendance policies

Education and/or Experience:

High School Diploma or equivalent

Computer Skills:

Strong practical experience with office software like Microsoft Words, Microsoft Excel, use of ParishSoft software and Microsoft Publisher is a plus.

Salary Range: $19.95 – $24.26 per hour based on education and experience.

How to Apply: Interested candidates should submit a cover letter and resume at celso.singson@dsj.org