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Clerical/Administrative, FT Employee
Diocese of Yakima (Yakima, WA)
Our Lady of the Snows/St. Francis Xavier Parishes
Leavenworth and Cashmere, WA
Position Title: Bi-Lingual Secretary/Receptionist
Languages: English & Spanish
Employment Status: 30 hours per week, Monday – Friday
Title of Supervisor: Rev. Alejandro Trejo
The Secretary provides secretarial/receptionist support, day-to-day operational services for both parish office operations so that the mission of the parishes are successfully achieved. The secretary/receptionist maintains strict confidentiality regarding all personal and financial information encountered during the performance of job duties to ensure financial administration is administered accurately. This employee provides professional and friendly demeanor in representing the parishes so that the parishioners, the Diocese, vendors and the public are enhanced with a positive spiritual environment. This position is the single, primary support staff for two parishes and requires a self-motivated employee who has excellent communication skills.
1. Provides secretarial and administrative support for the pastor so that he can be a good steward of the parishioners’ time, treasure and talent.a.Maintains and updates databases and records on a daily basis as directed by the pastor for
both parishes (i.e. postal addresses, email lists, recording of marriages, baptisms, funerals, new parishioner registrations, and telephone and fax information).b.Date stamp all invoices for pastor’s review. Forward all approved invoices to bookkeeper.
c.Develop and maintain accurate, standard filing systems with written procedures for both parishes that are reviewed with the pastor on a monthly basis.
d.Retain and file documents on a weekly basis for future disposition per Diocese policies.
e.Compose complete and accurate weekly bulletins in advance for both Anglo and Hispanic parishes in Leavenworth and Cashmere or as directed by the pastor.
f.At all times during business hours maintain an accurate calendar of activities and scheduling of parish meeting spaces for Our Lady of the Snows and coordinate with St. Francis Xavier’s contact person.
g.Prepare, register and maintain all new member cards, Sacramental Record Books, and appropriate certificates on a weekly basis.
h.On a weekly basis, monitor inventory of supplies, office equipment and maintenance services.
i.Control church building keys by maintaining a key log as directed by the pastor.
j.Composes letters, reports, and other documents on a daily basis or as directed by the pastor. Perform other duties or special projects as may be required by the pastor.
2. Provide receptionist services for both parishes in Leavenworth and Cashmere so that – on behalf of the pastor — all receive hospitality regardless of their language, culture or personal background
a.Respond to all telephone calls, voice mails, and emails promptly and frequently as needed.
b.Maintain posted daily business office hours as directed by the pastor in order to serve each parish
c.On a daily basis screen and distribute incoming mail and other related material as directed by the pastor. Prepare first-class and bulk mailing as required.
d.Coordinate on site volunteer schedules as needed in Leavenworth.
3.Maintain level of skill and knowledge commensurate with the position in order to sustain excellence service to the pastor, the parishioners and the parish leadership.
a.Attend diocesan training or conferences related to this position as directed by the pastor.
b.Maintain a level of spirituality, prayer and worship so that the position nurtured in the context of Church ministry based on the annual review with the pastor.
a.Communicate frequently with the pastor, and other key staff persons to ensure that his/her work is meeting the needs of the two parishes.
b.Demonstrate excellent bi-lingual oral, written, and interpersonal communication skills required by the pastor.
c.Establish and maintain working relationships with leaders (both Anglo and Hispanic) of both parishes so that each parish is served efficiently and timely.
d.Frequently re-evaluate and reprioritize tasks as defined by the pastor to ensure the needs of the parish are successfully met.
e.Be detail oriented and meet strict weekly/monthly/annual timelines.
f.Maintains and/or coordinates parish websites on a weekly basis or as directed by the pastor so that both Spanish and English speaking parishioners are invited to full and active participation in parish life.
g.Have the ability to work well with others, maintain confidentiality and provide a positive, team-oriented attitude.
h.Maintain excellent organizational skills and ability to manage multiple tasks at the same time.
Problem solving skills are a must.
WORK SCHEDULE: The normal work schedule is 30-hours per week, Monday thru Friday. The exact schedule is to be determined by the Rev. Alejandro Trejo. It is the attendance standard of the Diocese of Yakima that all employees are present and on time each work period that they are scheduled to work. Full or partial absence during any scheduled work period, arriving late, or leaving early, for whatever reason, may result in disciplinary action up to and including termination of employment. Time off may be approved if allowed by applicable policies covering illness, injury, or other personal emergency. The pastor will conduct probation performance evaluation and subsequent annual performance evaluations.
JOB REQUIREMENTS: The following requirements are those that are normally required for performance of this position. Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential functions of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.
•PHYSICAL REQUIREMENTS: This position normally requires the physical demands of standing, walking, bending, lifting or performing other work required low physical exertion, talking, and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.
1. Education:a.A minimum of a high school diploma with at least 2-years post secondary education in Secretarial Science, Business Administration, and Computer Technology preferred.
b.Experience:a.3 to 5 years as a Secretary with demonstrated success preferred
b.Demonstrated competence and proficiency in MS Programs (Word, Excel, Publisher, PowerPoint)
c.Ability to learn new database management programs easily as required
d.Bi-lingual in English and Spanish required so that the needs of the parish are served for both our Anglo and Hispanic communities (306)
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