Administrative Assistant

St. Michael’s Parish in Waterloo, is looking for a full time (30-35 hours per week) Administrative Assistant for the Parish office under the direction of the Pastor. This position seeks to assist the Pastor by performing administrative duties in the day-to-day affairs of the parish in an inviting professional office environment.

**Responsibilities**:
1. Reception.
- To handle telephone, as well as parishioner and visitor’s requests by taking messages, or referring persons in a professional and yet expeditious and efficient fashion.
- Shall assist with reception duties in reference to St John Paul Student Centre as directed by the Pastor.

2. Clerical / Office.
- To keep accurate records, file documents, reference material and manage general correspondence in accordance with directions.
- To oversee office and church supplies, operate and maintain office equipment and assist with Building Management issues.
- To assist in the preparation of weekly bulletin and inserts.
- Shall assist with clerical and office duties in reference to St John Paul Student Centre as directed by the Pastor.

3. Record-Keeping.
- To keep an updated calendar of parish activities, maintain accurate sacramental records and ensure accuracy of Mass Stipends.
- To keep a current parish database including weekly collection, new parishioner registrations and information provided by parish schools or sacramental activity as well as all Ministry Schedules and group lists.
- To manage all aspect of Volunteer Screening including status of Police Record Checks, provide updates to Pastor and attend Diocesan in-service events as offered and available.
- To ensure preparation of related documentation for all Sacramental Celebrations, including recording and sending notifications, within set deadlines.
- To compile spreadsheets for all parish events and activities, including all registrations, and co-ordinate invoicing, and as directed, aspects in preparation of such including travel.
- Shall assist with Record Keeping in reference to St John Paul Student Centre and the University of St Jerome Campus Ministry as directed by the Pastor.

4. Pastoral Support.
- To serve as Executive Assistant to the Pastor and respond to the Pastor’s requests by providing clerical assistance, calendar management and to help implement all pastoral initiatives.
- To provide clerical and other assistance to ministries as delegated by the Pastor.
- To assist in preparing all liturgical ministry schedules and all materials for Youth & Children’s Ministry programs, RCIA and Sacramental Preparation as delegated by the Pastor.
- Shall provide Pastoral Support in reference to St John Paul Student Centre as directed by the Pastor.
- To assist in compiling instructional and liturgical material for parish celebrations as directed by the Pastor.
- To assist the Pastor in his work with the parish schools and other agencies and the ministry offices of the Diocese of Hamilton and Catholic School Board.
- Open and close the Church Monday to Friday. Open at 9:00 am and close at 4:00 pm.
- Other duties as requested by the Pastor

**Qualifications for Position**:

- Administrative and basic accounting experience
- Strong current computer skills with proficiency in Microsoft Office Suite including Word and Excel. Working knowledge of Parish Data Systems or ability and willingness to learn
- Be able to work independently but collaboratively as they assist the Pastor in day to day duties, and be capable of exercising initiative, discretion and maintain confidentiality.
- The applicant must be respectful of Catholic teachings, seeking to work in a faith-based environment
- Possess a clear Criminal Background check especially in respect to the vulnerable sector.

**Attributes & Skills**:

- Discrete, approachable, loyal, responsive. responsible, dedicated, service-oriented.
- Trustworthy, able to maintain confidentiality, completion of confidentiality agreement, key holder agreement, successful completion of police records check and annual declarations.
- Effective verbal and written skills
- including proof reading.
- Able to organize and prioritize, able to work independently and collaboratively with Pastor, and with staff and volunteers.

**Other Expectations**:
Given that the work place is within the Parish Church, dress is to be modest and professional at all times and decorum, tone and language appropriate to working within a place of worship.