Administrative Assistant, Immaculate Conception Parish

DIOCESE OF ALLENTOWN

Immaculate Conception Parish, Allentown

Position Description

Job Title: Administrative Assistant

FLSA: Non-Exempt

Job Status: Part-Time

Reporting Functions: Reports to Pastor

Job Functions: Provides vital administrative and secretarial support to the Parish Priest and staff, handling office operations, communications, and record-keeping for various parish activities and sacraments. Key responsibilities include managing correspondence, answering phones, and assisting visitors, maintaining parishioner and sacramental records (baptisms, marriages, funerals), coordinating parish events, and assisting with bulletin preparation and maintaining office supplies. This position acts as a vital administrative assistant and a friendly, supportive point of contact within the church community, contributing significantly to its smooth functioning and overall mission.

Duties and Responsibilities:

• Track all appointments for the Pastor/Parish, diocesan appointments, meetings with parishioners, weddings, and baptismal meetings, etc. Assist with planning and arrangements related to liturgical celebrations as requested.

• Handle general correspondence, file, type, photocopy, and maintain office supplies.

• Answer and direct phone calls, greet and assist visitors, manage email inquiries, and coordinate communication for parish events and announcements.

• Separate all incoming mail and distribute accordingly, prepare all outgoing mail. Work on parish mailings as requested (Christmas, Easter, etc.).

• Maintain accurate sacramental books for the parish, including, Baptism, Marriage, First Holy Eucharist, Confirmation, and Death information. Prepare all certificates used by parish including proof of marriage, confirmations, baptisms, etc. Notify other parishes of sacramental records and prepare duplicate certificates as requested.

• Maintain the parish database in a timely manner containing information on all parishioners, update accordingly. This should include contact information, family members, sacramental records, envelope contributions, memorials, donations, offerings, and tax information. Mail out annual contribution statements.

• Maintain Mass Intention request. Schedule intentions for each calendar year and send out confirmation letters to parishioners. Mark records appropriately.

• Schedule all Altar Servers, Lectors, and Eucharistic Ministers. Place the yearly Lector Workbook order. Create an annual Christmas Appreciation List for those who have assisted the parish throughout the year.

• Maintain an updated list of the homebound for visitation, including names, contact information and resident information.

• Collect and report to diocesan Office of Development required census information; assist with Because We Are Catholic (former) Bishop's Annual Appeal at the parish level; prepare the preparation of the annual diocesan Spiritual report for the parish.

• Coordinate all Social Hall reservations. Ensure that rental checks are paid and deposited into the appropriate account. Rentals may include funeral luncheons and basket social as well as other personal functions and meetings.

• Maintain the physical appearance of the office and conference room to present an organized and pleasing atmosphere.

• Contact any outside vendors when needed for equipment repair (fax machine, copier, etc.); apply annually for liquor and small game licenses for the parish.

• Order and maintain inventory of all supplies used by the parish rectory and social hall. This includes office supplies as well as contacting vendors for cleaning products and household supplies.

• Act as a liaison with service providers for parish facilities, coordinating with volunteers, and providing general assistance to staff and parishioners.

• Any other duties assigned by the Pastor or his designee.

Additional Conditions of Employment

Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Church.

Educational Requirements: High School Diploma; Degree or advanced education in related field desired but not necessary; previous experience in office management or clerical work, preferably within a church or nonprofit setting is beneficial.

Other Requirements:

• Exhibit professional and pleasant behavior while responding to telephone calls and interacting in person.

• Strong organization, time management, and administrative skills to handle schedules, maintain records, coordinate activities, and prioritize tasks effectively.

• Ability to handle sensitive information and maintain confidentiality regarding member records, financial matters, parish and personal concerns.

• The ability to work independently, multi-task, and demonstrate competence in all areas of responsibility.

• Skilled in the use of general business and office equipment. Able to scan documents and fax information.

• Proficiency in MS Word, Excel, Publisher, and PowerPoint. Good grammar, spelling, and letter writing skills. Familiarly with Parish Data System preferred.

• Good interpersonal skills and the aptitude to relate to diverse individuals. Ability to maintain good working relationships with Pastors, parishioners, and co-workers.

• Regular, reliable attendance is required.

** All Safe Environments checks and/or clearances must be in place prior to employment.

Physical Demands: The employee is regularly required to stand, walk, sit, talk, and hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, lift and/or move up to 10 lbs. Vocal communication is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

Working Conditions: Church office environment. This is a year-round, part-time position; the hours are Monday through Friday, 8:00 AM to 2:00 PM with ½ hour duty free, unpaid lunch. May need to stay after normal hours occasionally to attend a meeting or assist during special occasions.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

Interested applicants must submit a cover letter and resume via iSolvedHire or:

Email: iccallentown@gmail.com

OR

Immaculate Conception Church

501 Ridge Avenue

Allentown, PA 18102

No Phone Calls please.

EOE M/F/D/V