Parish Office Assistant/Parish Secretary

The Parish Office Assistant/Parish Secretary is responsible for providing secretarial and related office services for the Pastor and for parish staff and ministries, as directed. This position is usually the initial point of contact that church members or others make when they need assistance. The ability to work in a professional and hospitable manner, therefore, is the first qualification.

Essential Functions

• Perform secretarial duties for the Pastor, and as directed by him, for designated staff or parish ministries.

o Receive and place telephone calls, schedule appointments, enter into word processing written communications

o Receive and distribute mail to parish staff

o Monitor parish e-mail box; distribute emails to appropriate staff or ministries

o Maintain parish voice mail system, updating greetings and prompts

o Greet visitors and refer them to an appropriate staff member or ministry representative, as needed

o Execute bulk mailing projects as directed by the Pastor

• Establish office record-keeping and filing systems.

• Maintain schedule of office hours as directed by the Pastor

• Attend staff meeting and other meetings as requested taking minutes of each meeting

• Oversee an inventory of office supplies. Order materials, supplies, or equipment as approved by the Pastor or his designee

• Coordinate volunteers as needed for office and/or parish projects

• Prepare and mail quarterly ministry schedules for liturgical minsters,

• Publish the weekly bulletin in collaboration with the Pastor, parish staff, and representatives of parish ministries. Gather and edit the content and layout of the bulletin and complete the bulletin in time for transmission to printer

• Mail bulletins to homebound parishioners

• Maintain Mass Book, schedule memorial Masses

• Update parish “census” records on a regular basis

Maintain the parish offering envelope system. Update data on a regular basis. Post contributions on a weekly basis and mail contribution statements

• Coordinate scheduling of weddings, funerals, masses and other events. Contact appropriate persons involved, communicate with families/relative regarding the procedure for such services

• Maintain the sacramental record keeping system; respond to requests for sacramental records.

• Enter into Sacramental Books all new Sacraments

• Prepare verbal announcements for weekend Masses in conjunction with the Administrator and staff

• Prepare lists for home Communion visitation by Eucharistic Ministers

• Compile the Weekend “Prayers of the Faithful” as directed by Administrator

• Assist the Accountant with filing of financial records

• Keep track of monthly and yearly calendar and holiday schedule

• Provide charitable assistance to those in need as directed by the Administrator or refer them to appropriate ministries/agencies

• Prepare flower lists for Easter and Christmas

• May be asked to perform other duties and assumes other responsibilities as directed

Qualifications:

• Able to work in a professional and hospitable manner; represent Christ’s Church to all who contact or visit

• Desire to increase one’s knowledge of the Catholic Church and her mission and to further that mission through the daily work being performed

• Strong organizational skills, including record-keeping skills

• Work as a team member with Administrator and other staff

• Excellent interpersonal skills, including phone etiquette

• Excellent Computer skills in Microsoft Word, Excel and PowerPoint,

• Ability to update the parish website

• Ability to present oneself professionally. Required dress is professional/casual.

• Ability to set priorities, organize work effectively and efficiently yet adapt to changes as needed or directed by the Administrator

• Ability to compose correspondence, minutes and/or reports

• Ability to honor and maintain confidentiality

Educational Requirements:

High School Diploma or equivalent

Prior secretarial experience

Physical Requirements/Environmental Conditions:

Requires prolonged sitting

Requires physical exertion to manually move, lift, carry, pull or push objects or materials up to 25 pounds

Physical Requirements/Environmental Conditions continued:

May require occasional stooping, bending and reaching

Must work in changeable temperatures

Will work in an office setting with office machines