Administrative Assistant jobs in San Jose, CA

Main Objective : To provide administrative support for the Pastor, Parochial Vicar, Parish Staff, Pastoral Team, all ministry groups, parishioners, and visitors.

Responsibilities :

• Responsible for maintaining the Parish Database using ParishSOFT, utilizing 3 main modules : The Family Directory; The Religious Education, The Offering modules.
• Process new family registrations in ParishSOFT; assign Sunday envelope IDs in both ParishSOFT & Cathedral Envelopes systems, making sure all family records are accurate and up to date.
• Help the office manager to :
• Maintain accurate contribution records.
• Maintain and organize all records retention.
• Prepare end-of-year donation statements for parishioners’ tax / budget purposes.
• Prepare, edit, and submit on or before its due date to the printing shop the Parish weekly bulletin file using MS Publisher and Adobe Acrobat.

Upload the latest bulleting file in PDF to the parish webpage bulleting section.

• Assist with English-Vietnamese translation in bulletin announcements.
• Oversees all ministries and Masses’ celebrations schedules in Skedda system and for all facilities usage.
• Weekday and weekend Masses.
• Baptisms (group and private), weddings, memorial Masses, funeral Masses, healing
• Masses, religious feast Masses, etc.
• Ministry activities : choir rehearsals, retreats, pastoral activities, social ministries, etc.
• Report to the pastoral team weekly.
• Prepare Weekly Masses’ collection bags and for all the programmed special religious. Masses throughout the year, and all fundraising events such as the weekly food-sale, flea market, raffles, etc.

Skill requirements :

• Basic computer skills.
• Fluent written, reading and spoken English.
• Fluent written, reading and spoken Spanish.
• MS Office, mainly in Outlook, Excel, Word, PowerPoint, and Publisher
• Desirable knowledge in the following systems :

o ParishSOFT

o Cathedral Envelopes

o Skedda

Ad hoc activities :

• Oversees the host and wine supply in the sacristy.
• Oversees and facilitates access for all the facilities booked rooms.
• Perform additional duties as needed.

Physical Requirements :

• Job position requires lifting and / or moving heavy items.
• Outdoor job activities during rainy / cold and hot days

Telecommunication :

• The job position requires the use of a personal cell phone or a dedicated contracted phone line.
• A monthly exempt compensation will be paid out via check.

Work Schedule :

Last updated : 2024-04-08