Secretary

Description

The Parish Secretary serves as the primary point of contact for parishioners and visitors, providing administrative, pastoral, and operational support to ensure the effective daily functioning of the parish office. This role requires professionalism, confidentiality, organizational skills, and a welcoming spirit aligned with the mission of the Catholic Church.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of St Francis on the Brazos Catholic Church which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at St Francis on the Brazos Catholic Church help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Essential Job Duties

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St Francis on the Brazos Catholic Church in both your professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.
• Parishioner Services & Front Office Management
• Serve as the first point of contact for parishioners, visitors, and phone inquiries.
• Provide accurate information regarding parish services, sacraments, and events.
• Offer a welcoming, respectful, and pastoral presence to all who contact the parish.
• Manage office communications, including phone calls, emails, and correspondence.
• Sacramental Records & Documentation
• Maintain accurate and confidential records of sacraments (Baptism, First Communion, Confirmation, Marriage, etc.).
• Issue sacramental certificates upon request in accordance with diocesan policies.
• Ensure compliance with diocesan and canonical record-keeping standards.
• Update the parish database regularly.
• Calendar & Scheduling Management
• Maintain and coordinate the parish master calendar.
• Schedule sacramental celebrations, meetings, and parish events.
• Coordinate the Pastor’s calendar, appointments, and commitments.
• Avoid scheduling conflicts and ensure proper communication among ministries.
• Administrative Support
• Assist with data entry, filing, and document organization.
• Maintain office supplies and coordinate basic office needs.
• Support parish staff and ministry leaders as needed.
• Fundraising Assist in coordinating parish fundraising initiatives and campaigns
• Maintain donor records and contribution tracking.
• Support payroll and HR-related tasks through Paylocity (as assigned).
• Ensure accurate data entry and reporting for financial and fundraising activities.
• Collaborate with parish leadership on stewardship efforts.
• Confidentiality & Compliance
• Handle sensitive information with strict confidentiality.
• Follow diocesan policies and parish procedures.
• Maintain professionalism in all communications and interactions.
  
  

Requirements

Required:

• Strong organizational and administrative skills.
• Excellent communication skills (verbal and written).
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to multitask and prioritize in a busy office environment.
  
  

Preferred

• Familiarity with Catholic Church structure and sacramental life.
• Experience with parish management systems or databases.
  
  

Key Competencies

• Hospitality and interpersonal skills
• Attention to detail
• Discretion and confidentiality
• Time management and organization
• Ability to work collaboratively
• Pastoral sensitivity and cultural awareness
  
  

Minimum Qualifications

Education and Trainings:

• High School Diploma or GED acceptable to Texas Education Agency.
  
  

Experience

• Two (2) years of related full time wage earning experience.
  
  

Language

• Bilingual (English/Spanish).
  
  

Catholic Requirement

• Must be a practicing Roman Catholic in good standing.
  
  

Licenses/Certifications

• Valid Texas driver’s license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.
  
  

Work Environment

• Office setting within a parish environment.
• Frequent interaction with parishioners and visitors.
• Occasional flexibility required for parish events.
• All employees of the Parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church.
• The Parish is an at-will employer.
• All buildings and vehicles owned by the Parish are tobacco free.
• Working in a fast-paced environment with priorities and plans that may change rapidly.
• Working on weekends, evenings, and some holidays may be required.
• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations.
• Will be required to adhere to established dress codes and conduct standards.