What are the responsibilities and job description for the Secretary position at Diocese of Gaylord?
Position: Secretary
Saint Mary-Saint Charles of Cheboygan
Employment Type: Full-time
Location: Cheboygan, MI
Description:
A church secretary oversees the operations of a church office and provides administrative and clerical support to the pastor/administrator and staff. Beyond basic office tasks like answering phones and filing, they often act as the primary point of contact for the congregation and public, requiring a blend of professionalism, friendliness, and discretion.
Core Responsibilities
The duties for this role can vary widely but generally include the following:
Office & Administrative Support:
- Answering and directing phone inquiries and managing incoming mail.
- Maintaining the master church calendar and scheduling appointments for the priest.
- Ordering and tracking inventory for office, janitorial, and ministry supplies.
- Coordinate Ministers and Volunteers:
- Using Ministry Scheduler Pro will assign ministers for specific duties at liturgical events and services.
- Will coordinate and recruit volunteers as needed for various duties of the parish cluster.
- Money Counters
- Specialized Groups
- Church Decorators, etc.
- Communications & Outreach:
- Preparing and distributing the weekly worship bulletin with Diocesan Publication and monthly newsletters once cluster is more established.
- Composing correspondence, such as welcome letters to new members and bereavement cards as well as scheduling Mass offerings.
- Maintaining the church's website and social media accounts.
- Record Keeping & Finances:
- Managing membership databases using PDS, and processing new membership applications.
- Performing basic bookkeeping tasks using Sage/Intact, tracking donations in PDS, processing payroll using Paycor, and managing church expenses with the Diocesan Bookkeeping System and Bookkeepers.
- Issuing certificates for church rites like baptisms, weddings, and confirmations and inputting data into the Diocesan PAST system of sacramental records.
- Overseeing the electronic Giving program through Parish Soft.
- Event Coordination:
- Assisting with the logistical planning for special services, weddings, funerals, and community events.
Key Skills and Qualifications
Requires a combination of technical proficiency and soft skills suited for a ministry environment:
- Technical Proficiencies: High school diploma or equivalent; strong computer skills, particularly with Microsoft Office 365 (Word, Excel, Publisher) and PDS. Working knowledge of Sage/Intact, PAST Sacramental Record Keeping System, Parish Soft electronic giving program, Diocesan Publications Bulletin editor, Ministry Scheduling for all Parishes using Ministry Scheduler Program, Diocesan Cemetery Programming (TBD)
- Soft Skills: Excellent communication, time management, and organizational abilities.
- Confidentiality: The ability to handle sensitive information regarding members' personal lives and church finances with absolute discretion is critical.
- Spiritual Alignment: Must be a practicing Catholic and follow all Catholic teachings. Able to complete all Child and Vulnerable Adult programs as required by the Diocese of Gaylord
- Must be able to look at all parishes as one without any favor toward the particular parish membership.
- Complete background check with fingerprinting.
- Flexible hours as needed to fulfill needs of the Church community.