Open Positions

ST. JOSEPH PARISH

 BAYTOWN

JOB DESCRIPTION

Job Title: Youth Ministry Administrative Assistant

Reports To: Director of Faith Formation

Employment: Part-Time

FLSA Classification: Non-Exempt

Prepared By: Pastor

SUMMARY

Our mission in St. Jospeh Parish Youth Ministry is to foster a vibrant and faith-filled community where children and youth encounter Christ, grow in discipleship, and are empowered to live out their Catholic faith. Through engaging programs, sacramental preparation, and meaningful relationships, we strive to support youth in their spiritual journey and encourage active participation in the life of the Church.

The Catholic Youth Ministry Administrative Assistant supports the mission of the parish by assisting in the preparation, organization, and execution of youth ministry programs. This role ensures smooth administrative operations, maintains accurate records, and facilitates communication between parent volunteers and parish staff. The Administrative Assistant plays a vital role in fostering a welcoming, safe, and faith-filled environment for all youth ministry activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·        Answer incoming calls and direct inquiries appropriately.

·        Sort and distribute incoming and outgoing mail.

·        Monitor furniture and room readiness for youth ministry events.

·        Order supplies and maintain inventory as needed.

·        Maintain and update the Youth Ministry database, including student and parent information.

·        Organize and maintain an efficient filing system for youth ministry records.

·        Coordinate room reservations, calendar scheduling, and event setup requests.

·        Prepare copies and materials for departmental needs.

·        Keep accurate records of registrations for all youth ministry programs.

·        Process accounts payable and reimbursements for the Director.

·        Track service hours, attendance, retreat participation, and sacramental records.

·        Organize and compile letters for Confirmation retreats.

·        Prepare materials for Confirmation Mass, retreats, and meetings (e.g., name tags, sign-in sheets, handouts).

·        Record Confirmations in the sacramental book and prepare notification letters and certificates.

·        Assist in retreat planning and preparation for summer and school-year events.

·        Prepare and verify chaperone lists in compliance with the parish’s Safe Environment Policy.

·        Share and update the Director’s hall monitoring guidelines and safety procedures.

·        Provide general support for the Director of Faith Formation and other staff as needed.

KNOWLEDGE, SKILLS, AND ABILITIES

·        Understanding of Catholic teachings, sacraments, and youth ministry principles.

·        Familiarity with parish operations and diocesan Safe Environment policies.

·        Basic accounting and budgeting principles.

·        Strong organizational and time management skills.

·        Excellent written and verbal communication.

·        Proficiency in Microsoft Office Suite and database management systems.

·        Ability to multitask and prioritize in a dynamic environment.

·        Event planning and coordination.

·        Maintain confidentiality and handle sensitive information with discretion.

·        Build positive relationships with youth, parents, volunteers, and parish staff.

·        Work independently and collaboratively within a team.

·        Adapt to changing needs and schedules of ministry programs.

·        Uphold and promote the values and mission of the Catholic Church.

EDUCATION AND EXPERIENCE

High school diploma or equivalent required; associate degree preferred.

Prior experience in youth ministry, administrative work in a Catholic environment.

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 accommodation may be made per the ADA and the ADAAA.

While performing the duties of this job, the employee is regularly required to talk, hear and listen. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds moving boxes (e.g., paper, supplies). Specific vision abilities required by this job include close vision, distance vision, color vision, and depth perception.

SUPERVISORY RESPONSIBILITIES

None