What are the responsibilities and job description for the Parish Administrative Assistant position at Aod?
POSITION TITLE: Parish Administrative Assistant
POSITION TYPE: Full Time Hourly with benefits
Monday through Friday: 9:00 am – 4:30 pm with an hour for lunch (12-1:00)
REPORTS TO: Pastor or designated representative
PRIMARY ROLE:
Greets and welcomes all visitors to the parish office. Directs incoming calls to the appropriate person/department. Assists and supports the delivery of services and programs by providing a variety of clerical tasks and secretarial assistance to the Parish Team staff.
MAJOR RESPONSIBILITIES:
POSITION TYPE: Full Time Hourly with benefits
Monday through Friday: 9:00 am – 4:30 pm with an hour for lunch (12-1:00)
REPORTS TO: Pastor or designated representative
PRIMARY ROLE:
Greets and welcomes all visitors to the parish office. Directs incoming calls to the appropriate person/department. Assists and supports the delivery of services and programs by providing a variety of clerical tasks and secretarial assistance to the Parish Team staff.
MAJOR RESPONSIBILITIES:
- Greets all visitors warmly fostering a sense of community where all feel welcome.
- Answers phone calls, responds to email and voice messages promptly.
- Offers assistance to those who seek to become active and participating members of St. Clare Parish by coordinating with the Hospitality Ministry to complete new registrations and ensure follow-up contact is done in a timely fashion.
- Ensures calendars and schedules are updated and posted weekly to parish bulletin. Edits and proofs copy of bulletin content prior to submission.
- Provides support as needed to Media Coordinator in publication of the parish bulletin.
- Assists the Parish Team in fostering a sense of community within the parish where all members feel a sense of belonging to each other, the parish, and the larger church.
- Assists with special projects and fundraisers as needed.
- Assists Business Manager in maintaining, organizing, and ordering office supplies, scheduling equipment maintenance, and maintain order in the copy room and supply closets.
- Assists Pastor and Deacon with routine tasks and correspondence.
- Mails bulletins to homebound parishioners weekly.
- Keeps parish directory updated and prepares files for the annual publication.
- Assists in the preparation and delivery of bulk mailings with third party contractor.
- Processes all parish registrations and baptismal registrations.
- Manages and maintains parish database, generates reports as requested.
- Maintains permanent sacramental records and issues certification upon request.
- Prepares yearly Mass Book by scheduling Masses, issuing Mass cards and recording stipends for deposits monthly.
- Works with Parish Team and ministries to facilitate parish events, activities, and celebrations.
- Maintains parish event calendar.
- Collaborates with Ministry heads, particularly Baptismal, Marriage, and Funeral coordinators to schedule events and assist in the preparation of materials for these liturgies.
- Collaborates with parishioners and ministries on parish projects.
- Assists the St. Vincent DePaul Committee, distributes food as needed.
- Prepare weekly church deposits.
- Any additional responsibilities deemed appropriate by the Pastor.
- QUALIFICATIONS:
- Faithful practicing Catholic.
- Knowledge and understanding of the Catholic Church.
- Demonstrates ability to represent the parish to those who call, write, or visit.
- Strong organizational and record keeping skills.
- Excellent interpersonal communication skills with good telephone etiquette.
- Ability to present oneself professionally.
- Proficient use of internet with working knowledge and understanding of Parish Soft, MS Office especially Word, Publisher, and Excel.
- Demonstrates ability to set priorities, organize work effectively and efficiently, and ability to adapt to changes in routine or schedule.
- Demonstrates ability to honor and maintain confidentiality.
- High School Graduate.
Completed resume with references upon request should be submitted (email preferred) to:
Fr. Andrew Kowalczyk, CSMA
1401 Whittier Rd.
Grosse Pointe Park, MI 48230
Tel. 313.647.5030
Email: andrewk@stclarem.org
Fr. Andrew Kowalczyk, CSMA
1401 Whittier Rd.
Grosse Pointe Park, MI 48230
Tel. 313.647.5030
Email: andrewk@stclarem.org