Administrative Assistant to the School of Religion - St. Peter's Parish - Olney Marylanbd

The full time SOR Administrative Assistant reports to the DRE and assists in various capacities to facilitate efficient operation of the SOR programs. The likely candidate must be a faithful Catholic, have a ready smile, be proficient in Microsoft Office, be organized, creative, and able to maintain the confidentiality of our families’ information.

Hours:   Mondays – Wednesdays, 11am- 7:30pm, Thursday 11am-4:30pm, 30 hours per week., FT.

Also, must be flexible for catechist meetings, retreats, and celebrations of the sacraments.

Specific Duties Include:

Receive:

• Telephone calls and follow-up with appropriate action.
• Visitors to SOR and assist as needed or direct to appropriate staff member.
• Respond to front door bell as needed.
• Orders of textbooks, supplies, … and distribute as necessary.
• Mail and distribute to appropriate staff member.

Maintain:

• ParishSoft and Excel family/student and catechist records.
• Flocknote contacts.
• Updated registration forms/sacramental forms/update class lists on Excel.
• Student Attendance records on a weekly basis.
• Organized inventory of all educational materials and office supplies and purchase as needed.
• Financial records for families and send appropriate billing notices when needed.

Prepare:

• New registration and file income receipts.
• Registration of students in ParishSoft and Flocknote.
• Program materials/information packets.
• Class lists and room numbers for catechists.
• Catechist/Aides list
• Room closets for class with materials.
• Sacrament programs/materials/gifts.
• Sacrament certificates.
• Sacrament notifications and mail to appropriate parishes.
• Record sacraments in ParishSoft.
• Check requests for SOR.
• Bulk mail as needed.
• Bulletin boards (create two new boards many times during year based on seasons, church feasts, sacraments, or activities in SOR)

File:

• All correspondence, registration forms, sacramental forms, baptismal certificates, attendance records, invoices

Assist:

• At sacramental retreats and celebrations (set-up and preparations).
• At SOR retreats/training sessions/meetings.
• In ordering food or preparations for SOR events.
• In ordering and distributing educational materials and office supplies for catechists and staff members.
• The DRE and Youth Minister with Saint Peter’s Summer Program as needed.

Contact:

• Catechists and Families as necessary.
• Update families and catechists of new information or cancellations by Flocknote when necessary.

Virtus Coordinator for SOR:

• Coordinate information pertaining to SOR volunteers in conjunction with Archdiocesan office.
• Maintain and update records of all individuals fingerprinted for SOR program with the Virtus system.

The pay rate for this role is $22.00 per hour