About

• Description

• Parish: Santa Sophia Catholic Church
• Location: 9800 San Juan St, Spring Valley, CA 91977
• Supervised by: Pastor
• FLSA Status: Non-Exempt
• Employment type: Full Time, 40 hours per week
• Salary: $20-$25 per hour, based on experience
• To Apply: please include a brief cover letter / statement as to why you would like to serve the Catholic Church as an Administrative Assistant.

• Position Summary
• The Administrative Assistant is responsible for clerical and office duties typically related to office administration. The Administrative Assistant will work primarily with the Business Manager under the direction of the Pastor.

• Primary Responsibilities

• Front Office & Reception
• Answer phones and assist callers with parish and Diocese information, especially sacramental needs; respond to voicemails.
• Answer and follow up with general office emails in a timely manner.
• Assist walk-in visitors with parish registrations, Flocknote sign-up, Mass requests, funeral information, and replacement of sacrament certificates.
• Open the office at the beginning of the day and secure it at closing.
• Manage key logs with approved ministry and event leaders.
• Organize and schedule volunteers for Sunday coffee and donuts, counting collections, and receptionist support.
• Clergy & Staff Support
• Manage Pastor’s scheduling calendar and appointments using Microsoft Bookings.
• Send meeting notices, attend staff meetings, and follow up on action items.
• Assist the Pastor and other staff members as needed.
• Maintain Sacramental Books for baptism, First Communion, confirmation, and marriage.
• Maintain the death register, Book of the Dead, and All Souls’ contact list.
• Manage preparation files for weddings, funerals, and additional sacraments.
• Financial & Administrative Support
• Collect parish fees and donations in the parish office.
• Support the parish bookkeeper by tracking and documenting payments.
• Coordinate volunteer money counters and ensure accuracy and accountability for weekly collections.
• Monitor office supply needs and communicate with the business manager.
• Assist with maintenance of parish files and office supplies.
• Serve as a backup to communications staff, especially preparation and review of the weekly bulletin and e-newsletter.
• Collaborate with communications staff to update the parish website as needed (eCatholic website).
• Enter and maintain data in Parish Data System (PDS) and Flocknote.
• Use PDS to pull queries and maintain keywords and descriptors.
• May require occasional overtime to attend pastoral or finance council meetings.
• Assist other departments with projects as needed.
• Facilities Scheduling
• Manage requests for parish facilities for use from request through completion, ensuring proper protocols are followed.
• Update and maintain facilities schedules using Skedda.
• Sync schedules with the parish website and shared Google Calendar.
• Provide staff with schedules and event set-up details.
• Coordinate event set-ups with staff members and requestors.
• Requirements

• Personal & Professional Skills
• Friendly, welcoming, and professional; enjoys working with people.
• Practicing Catholic with a strong understanding of and commitment to the mission, teachings, and traditions of the Catholic Church.
• Must be available to work Monday – Friday, 8:45am – 5:15pm.
• Ability to manage difficult and unforeseen challenging circumstances and complaints.
• Demonstrates good judgment, discretion, and confidentiality.
• Strong organizational skills, attention to detail, and ability to work efficiently without constant supervision.
• Excellent written, verbal, interpersonal communication, and problem-solving skills.
• Education & Experience
• B.A. degree in Business Administration, preferred.
• Marketing experience, preferred.
• Familiarity with Microsoft 365 Suite (Teams, Word, Excel, Outlook) and willingness to learn new software independently.
• Competent computer and keyboarding skills; knowledge of printers, copiers, fax, and scanning equipment.
• Familiarity with social media platforms and tools (e.g., Canva, Facebook, Instagram).
• Physical Demands
• While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds. This position requires frequent evening and weekend work.

• 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 functions.

• Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• Santa Sophia Catholic Church, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.