Administrative Assistant for Faith Formation

St. Michael Church is strongly committed to the faithful and spiritual development of its adults, youth and children. Our Faith Formation team is here to engage and support our members to Know Jesus, Love Jesus and Share Jesus. This position is a full-time ministry position with administrative and coordination focal points. Administrative efforts will be in support of programs for Children, Youth, Young Adult and Adult Faith Formation. 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.

Essential Functions

• Coordinate all aspects of Faith Formation program registration:
• Process registrations for sessions on campus and family home faith formation and handle questions / issues.
• Input required member information into the parish "Ministry Platform" database system in a timely fashion
• Place individuals in preferred session time with regard to complete family preference to accommodate each family as session sizes and faith formation leadersavailability allows
• Communicate with families to indicate session location and faith formation leader information
• Communicate with faith formation leader regarding upcoming programs, training opportunities, social justice events, etc.
• Keep participant's medical information updated as provided on registration form
• Prepare book orders for both catechetical and family life curriculum as well as session materials and supplies (including technology requirements)
• Manage all documentation and records: session fees, registration, financial including, sacramental fees, archives, etc.
• Compile session participation information and assist with faith formation leader and substitute session lists.

Coordinate Sacraments of Reconciliation, Eucharist and Confirmation

• Update child and youth participation in parish database to assist our team in assuring each participant receives formation appropriate to the individual
• Update sacramental records in the appropriate registries as they are received, to include the "Ministry Platform" database for the recording of such events.
• Administration for Confirmation: Direct mailing of confirmation packet; record keeping, collection of sponsor certificates, letters, confirmation names, interviews,response, etc.; Registration and paperwork for all events and sessions as needed for the immediate the Confirmation program; Reserve transportation, retreat facilities and coordinate food; Create the program for Confirmation Liturgy Report Confirmations of the newly confirmed to the place of their Baptism for theirregistries, in order to maintain accurate records; and, Prepare certificates for the families for their Sacramental record keeping.
• Prepare programs, registration packets, and provide general clerical support as needed.

Support additional faith formation/outreach/social justice programs: e.g. Vacation Bible School, Youth Ministry Programs

• Perform data entry and tracking for all activities to include preparation of Diocesan/parish permission and waiver forms
• Assist in web site presence including announcements, calendar and forms
• Handle youth group event logistics and coordination to include calendar, publicity, adult team communication, preparation of facility, speakers, musical groups and other talent.
• Administration duties for ongoing programs including, but not limited to:  Lunches for Those in Need, Our Daily Bread, National Catholic Youth Conference, World Youth Day, Domestic and International Solidarity Mission trips, Work Camp, Mini Camp and a variety of fundraisers.
• Help uphold our commitment to ensure the safety, protection and care of minors by coordinating the Archdiocese of Baltimore safe environment (Virtus) training for all ministry volunteers who have substantial contact with children and youth.
• Prepare and follow up on reference checks, perform criminal background checks, and verify Policy Compliance. Complete renewal process annually and as required.
• Maintain a list/database of qualified ministry volunteers for quick reference of those who are Virtus qualified ensuring that all records are properly maintained.
• Manage calendars for all activities
• Assist with Speaker and event preparation and coordination throughout the year 

Finances And Budget

• Collect, Record and Track payment details for all programs and events.
• Prepare payment documentation for the Bookkeeper who will make the actual deposit of funds, including obtaining appropriate signature for each processincluding check requests and disbursements
• Communicate with families regarding payment due dates and handle requests for financial assistance
• Encourage faith formation leaders and aides, children, youth, parents, peers and other adults to make use of the church library.
• Coordinate and support ministry volunteers for various tasks, including the church library, to help augment the Faith Formation office staff

Position Qualifications

Required Education And Experience:

• High School Graduate with at least 3 years secretarial/administrative experience
• Proficiency in Microsoft Office Suite: Word, Excel, and Publisher
• Superior data processing skills (Ministry Platform a plus)
• Ability to compile quantitative information for reporting and bookkeeping Comfortable using the internet and using technology, with a willingness to keep up with new technology as it becomes available and is needed.
• Ability to maintain the highest level of confidentiality at all times

Required Knowledge, Abilities And Skills:

• This position requires an independently driven person with good pastoral, communication organizational skills. Must be a practicing Catholic.
• Ability to multi-task is critical
• This person must comply with Maryland laws requiring reporting suspected child abuse to civil authorities.
• In our team environment, it is necessary that the candidate be ready to collaborate and work to achieve team results. An understanding of pastoral relationship with those we serve in an attitude of Christian charity is also necessary.
• Above all, this person will serve the mission of the Archdiocese of Baltimore and of St. Michael Church to promote a welcoming, worshiping community of faith, hope and love.

Mental Demands:

While performing the duties of this job, employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with staff, parents, children, youth, young adults and adults within and outside of the parish - some of whom may be dissatisfied individuals.

The nature of this position requires incumbent to work a flexible schedule comprised of day, evening, and weekend hours.

Pay Range:  $18.50 - 19.50, Hourly

Benefits:

We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and vacation leave. Please click on the link below for more detailed information: 

https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/