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Administrative Assistant in Baltimore, MD at The Archdiocese of Baltimore

Date Posted: 1/29/2018

Job Snapshot

Job Description

Adminstrative Assistant

St. Vincent de Paul Catholic Church in downtown Baltimore has an immediate opening for an Administrative Assistant. This 16-hour-per-week position will fulfill the administrative needs of the Parish by serving as a secretarial resource for both the pastoral and operational teams.

Job Responsibilities:

A. Regular job tasks include:

  • Completing weekly deposit records and taking deposits to bank
  • Obtaining authorizations for, preparing for payment, and subsequently filing all invoices
  • Providing clerical support to pastoral and operational teams
  • Maintaining list of monthly donation to service ministries; forwarding information to designated persons; keeping records of donations that require the IRS thank-you letters and sending letters to donors monthly
  • Preparing money bags each weekend for ushers
  • Maintaining weekly Mass attendance records
  • Scheduling and overseeing weekly offertory counters
  • Administering parking passes and payments; checking on parking lot when needed
  • Attending staff and other meetings

B. General parish support tasks include:

  • Maintaining registration database and forwarding new registrants to Pastoral Associate and Pastor for contact
  • Updating Parish calendar and website
  • Maintaining records of all subscriptions and warranties
  • Keeping files of contact information for vendors
  • Helping with printing and distribution of materials such as weekly bulletins and fliers

C. General office duties include:

  • Ordering office supplies
  • Receiving, sorting, and administering mail and deliveries
  • Answering door and phone as needed



Job Requirements


• Minimum high school diploma or equivalent education
• Prior bookkeeping experience, ideally with Quickbooks
• Must be proficient with Microsoft Office Suite, particularly WORD and EXCEL, and Google Apps for Business
• Willingness and ability to learn and utilize new technology and software
• Must possess excellent communication and interpersonal skills to interact with a variety of people, including parishioners, contractors, vendors, and visitors; ability to interact in a kind and friendly manner with the people who come to St. Vincent in need
• Ability to function as a member of a team, to be flexible and to multitask effectively
• Available to work at least 4 hours on both Mondays and Fridays