Administrative Assistant - Hourly

POSITION PURPOSE

The Administrative Assistant provides comprehensive administrative support to the Pastoral Assistant for Administration, pastor, parish staff, and ministries for Our Lady of Lourdes Parish. Responsibilities may shift or rotate across the parishes in the parish family as needed. Bilingual skills in English and Vietnamese are preferred to effectively support communication with parishioners and the wider parish community.

This position ensures the smooth operation of parish offices by managing communications, records, scheduling, and parishioner interactions; supporting parish events and programs; and assisting volunteers. The role is critical in maintaining a welcoming, mission-centered environment for parishioners, visitors, and staff.

ESSENTIAL POSITION DUTIES 

Reception and Parishioner Interaction 

• Greet and assist parishioners, guests, and visitors in person and by phone.
• Provide information regarding Mass intentions, sacramental scheduling, and parish programs.
• Refer individuals to appropriate parish ministries or external social services as needed.
• Maintain a hospitable and professional presence in the front office.

Administrative and Clerical Support 

• Prepare correspondence, forms, letters, and parish communications as requested by the PAA or pastor.
• Arrange meetings with families for Cemetery appointments
• Assist with sacramental documentation, including Mass cards and certificates.
• Process incoming and outgoing mail, including bulk mailings.
• Maintain organized filing systems, ensuring accuracy and confidentiality.
• Maintain office supply inventory and reorder as needed.

Parish Schedule:

• Enter and approve room requests from parish ministry groups
• Receive and give Event Proposal forms to department leaders for approval. Set place holder for Event and change to confirmed Event once approval is received.
• Review and submit weekly parish schedule for bulletin
• Coordinate as necessary with PAs for Pastoral Care for answering service calls, hospital calls, anointing requests
• Communicate important schedule items with Priests and assist with their schedules as requested.

Parish Database and Records Management 

• Maintain and update parishioner records
• Register new parishioners, provide welcome letters and ensure timely updates to sacramental records.
• Support reporting and administration for stewardship campaigns, offertory, and Annual Catholic Appeal.

Events & Volunteer Support 

• Assist in coordinating volunteers for parish programs, Masses, and events.
• Provide administrative support for parish programs and recurring or one-time events.
• Help prepare materials and logistics for parish events.
• Provide front-line support to volunteers regarding VIRTUS: Safe Environment Training, working with the Safe Environment Coordinator.

Key and Security Coordination

• Maintain and update key system records for parish facilities.
• Ensure secure office opening and closing procedures.
• Implement internal controls to safeguard parish resources and prevent fraud.

Communications and Parish Materials 

• Assist in channeling information to Communications for parish bulletins, flyers, and parish announcements.
• Working with Communications, coordinating updates to parish website and digital communications as requested.

Other Duties 

• Perform other responsibilities as assigned by the PAA or pastor.
• Support a culture of grace, kindness, hospitality, collaboration, and faithful service.

Primary Requirements

• Practicing Roman Catholic in good standing, committed to the mission and values of the Church
• Collaborative, service-oriented, able to work with diverse individuals
• Professional, kind, gracious, discreet, and able to maintain confidentiality

Experience and Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, Publisher) and willingness to learn parish software (CCB/ParishStaq)
• Strong organizational, communication, and interpersonal skills
• Experience in parish administration or office management preferred
• Familiarity with Catholic liturgical practices and sacramental preparation processes a plus, or willingness to learn

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.

Salary : $23 - $28