Parish Administrative Assistant

Good Shepherd Catholic Parish, Position Description

Title: Parish Administrative Assistant

Reports to: Business Manager

Classification: Part time, Non-exempt, 20-24 hours per week

Supervises: None

The Parish Administrative Assistant is a talented multitasker, acting as the office’s organizational anchor and primary correspondence manager. They help maintain schedules, databases, and essential records for the parish, as well as supporting operations through inventory maintenance and event support. This individual is also an essential point of welcome to the Good Shepherd community, as they are often the first person visitors will encounter. The Parish Administrative Assistant actively seeks to support other departments within the parish office team, and is able to be a first point of service for parishioners, discerning appropriately when to route matters to others for further assistance.

Essential Duties:

• Office administrative support - 50% of time spent
• Reception and parishioner support - 30% of time spent
• Master calendar, facility use, and event coordination - 20% of time spent

Specific Duties:

Responsibilities include, but are not limited to:

Office administrative support

• Manage parishioner contact information in the parish database and volunteer scheduling software
• Maintain appropriate required paperwork for volunteers
• Assist with maintaining accurate sacramental and parish records
• Assist with production of annual reports for the Archdiocese of Denver and other reports as required internally
• Coordinate mailings to parishioners, including welcome packets, offertory envelopes, and annual tax documents
• Assist with managing office, church, and liturgical supplies orders
• Document and update standard office procedures, as necessary
• Other duties as assigned (special projects, etc.)

Reception and parishioner support

• Receptionist tasks, including greeting visitors and answering phones
• Review and address voicemails left outside normal business hours
• Process all email sent to the parish information address, solving questions directly as possible, and routing to appropriate support staff as needed
• Receive parish and school deliveries and distribute mail appropriately

Master calendar, facility use, and event coordination

• Manage facility use inquiry process, including gathering forms and reviewing calendar availability
• Support facility use agreement paperwork process
• Update master calendars to reflect parish schedule of regular and special events, mass intentions, and priest schedules
• Coordinate with school staff to manage school calendar for events and facility use
• Participate in weekly internal calendar meetings with staff
• Coordinate logistics for appreciation events for staff and volunteers
• Assist with recruitment and scheduling of necessary volunteers (e.g., weekly offertory counters, liturgical ministers, Eucharistic ministers to sick and homebound)
• Provide event support for other departments, as needed

Competencies:

To perform the job successfully, an individual should demonstrate:

• High attention to detail and ability to follow tasks through to completion
• High level of critical thinking and analytical skills to identify appropriate solutions
• Discretion and confidentiality in handling sensitive information and privileged communications
• Professionalism and welcoming demeanor
• Willingness and enthusiasm to solve problems
• Confidence to speak or write clearly and persuasively in positive or negative situations
• Intermediate level of IT literacy, with a willingness to learn new technologies
• Ability to follow processes to maintain organized operations
• Strong teamwork skills

Qualifications:

Required

• Be a fully initiated Catholic in the communion of the Catholic Church with a strong desire to serve others
• 2 years’ experience as an Administrative Assistant, Office Manager, or equivalent
• Excellent communication skills, both verbal and written
• Outstanding customer relationship skills

Preferred

• 2 years of college/Associate’s Degree
• Prior experience working with Catholic schools/churches

This position description does not list all of the duties of the job. You will be evaluated in part based upon your performance of the tasks listed in this position description. Management has the right to revise this position description at any time. The position description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason.

Benefits: This is a part-time position and is ineligible for benefits. Sick time accrued per Colorado Healthy Families and Workplaces Act requirements.

Salary range: $20-25/hour

How to apply: Please complete online application. Applications will be accepted until the role is filled.