Assistant to Pastor

Diocese of Brownsville JOB DESCRIPTION *Position: Assistant to Pastor* *Classification: Full Time – Non-exempt* *Supervisor: Pastor * *Job Summary*: Primary functions are to provide secretarial, clerical and support service to parish.
Other clerical duties may be assigned as necessary.
This position reports directly to the Pastor.
*Essential Duties and Responsibilities *include the following.
Other duties may be assigned.
· Manage the Senior Pastor’s calendar for appointments, meetings, and travel.
· Provide administrative support to the Senior Pastor (including correspondence, reports, files, etc.
) · Coordinate and organize daily office activities and operations and direct the workflow within the Senior Pastor’s office, as appropriate to minimize the demands on the Senior Pastor.
· Provide support to the Senior Pastor in the work of assigned committees of the Church Council.
· Provide hospitality support, arrange meals, accommodations, and logistics for meetings, events, guests, and programs hosted by the Senior Pastor.
· Other duties as assigned by the Senior Pastor.
* Prepare counseling notes, leadership reflections, pastor's correspondence, and memos distributing or mailing the same.
* Prepare visitors letters for signing and mailing.
* Prepare bulletin for Sunday’s service.
*Monthly Duties:* * Produce agendas and minutes for meetings conducted by the Pastor.
* File the Pastor's papers that are set aside for this purpose.
*Annual Duties:* * Assist with the typing of annual reports.
*General Duties:* * Initiate contacts at Pastor's request keeping an updated contact database.
* Respond to the request for general secretarial support of the Pastor as needed.
*IV.
Commitments: The Pastor will make the following commitments:* * He will let the Pastor's Administrator know his whereabouts at all times and when he is expected to return.
* He will be sensitive to the work load so as not to burden the Pastor's Administrator with unreasonable demands.
* He will give clear instructions concerning all requests and will be available to answer questions when there is a lack of clarity.
* Only under extreme circumstances will he call the Pastor's Administrator at home or seek assistance during "off hours".
* He will refrain from unnecessary reminders, demonstrating a confidence that the work will be done as requested on schedule.
* When extra time is needed, he will negotiate the schedule with the Pastor's Administrator.
* He will provide periodic sharing times for two-way evaluation conversations.
* He will provide for additional training when mutually agreed upon.
This may involve consultation or seminar.
* He will seek to be open in regards to handling problems or conflicts.
* He will provide pastoral care to the Pastor's Administrator when an appointment is requested.
*The Pastor’s Administrator will make the following commitments:* * She/he will keep the Pastor informed as to church needs that come to her/his attention, as well as personal matters including complaints.
* She/he will treat every call or visitor with courtesy, cheerfulness and respect.
* She/he will make an effort to use time wisely, but be willing to allow for appropriate interruptions, especially if it involves ministering to individuals.
* She/he will maintain confidentiality in all matters.
* Transferring data from paper formats into computer files or database systems.
* Maintains database by entering new and updated information.
* Processes documents by reviewing data for deficiencies.
· Able to work in a team settings and take directions.
· Ability to communicate effectively, both verbally and in writing, in a pleasant and professional manner, in English and Spanish.
* Able to setup for mass when sacristan is not available.
· Ability to think quickly and react/trouble-shoot properly in high stress situations.
· Either has experience mixing audio successfully in the live environment OR are willing to attended training and work alongside a mentor.
· Facilitates website and social media updates.
* Answer incoming lines.
* Refers telephone calls and incoming visitors to appropriate personnel, and, if not available, takes messages.
* Other related duties as requested by the pastor.
*Qualifications:* To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
* High school graduate or equivalent.
* Ability to communicate effectively in English and Spanish (written and orally) · Minimum one year secretarial experience · Computer literate in Word, Excel, PowerPoint, Intranet required.
· Ability to operate and care for a computer and other office equipment.
· Possess good communication skills, including professional telephone skills.
* Ability to maintain confidentiality in all matters.
* Knowledge of typing, filing and computer skills.
* Ability to maintain effective working relationships with other employees and the general public.
* Ability to maintain clerical records.
· Ability to manage multiple projects simultaneously and reach desired results · Reliable transportation is required.
*Reasoning Ability:* Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret technical instructions and deal with several abstract and concrete variables.
*Physical Demands:* 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.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, and ability to adjust focus.
*Salary:* Salary to commensurate with experience.
*Working Conditions: *The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work area is a typical office environment.
The noise level in the work environment is usually moderate.
Average 20 hours per week.
Business hours: Monday - Friday, may include weekends.
Job Type: Full-time Schedule: * Monday to Friday * Weekends as needed Ability to Relocate: * Mcallen, TX 78501: Relocate before starting work (Required) Work Location: In person