Front Desk, Secretary

Overall Responsibility

The Parish Secretary provides friendly, welcoming support for the parish office, administrative support to the Pastor and Parish Staff, answers phone calls and emails, manages calendars, maintains sacramental records and performs other basic office duties.

Essential Duties And Responsibilities

• Interact with parishioners on a daily basis and appropriately respond to their needs and requests.
• Answer phones, screen calls, take messages and assists parishioners and other visitors.
• Respond to parish emails in a timely fashion, including but not limited to sacramental requests and billing.
• Provide administrative, secretarial and office support to the Pastor and Parish Staff, including but not limited to assisting with communication needs such as composition of signs, flyers, brochures and Parish mailings.
• In coordination with the Pastor, Faith Formation Office and other parish entities (such as the Knights of Columbus, the Senior Group Meetings, etc.), maintain parish calendar, including assisting in scheduling appointments, special events and meetings.
• Manage Parish Master Calendar and Liturgical Calendar, ensuring all Masses, Baptisms, First Holy Communions and Funerals are appropriately recorded.
• Assist counting team with offertory with final tabulations and deposit in the bank.
• Help maintain parish databases and volunteer lists using various software programs, such as ParishSoft and Virtus, to ensure they are up-to-date. Provide timely responses to report and audit requests.
• Gather pertinent information for baptism, funeral and marriage requests. Perform related clerical duties, including completion of “intake” forms, requesting sacramental records, preparing certificates and letters to Baptismal Church of record, recording in ParishSoft and Sacramental Register, and mailing when complete.
• Register new parishioners and update/maintain ParishSoft database, the parish census as well as official Sacramental records. Provide requested certificates.
• Prepare for weekend Masses: ensure liturgical supplies as well as all office supplies are adequately stocked; prepare tamper-evident offertory bags for each collection at each Mass; prepare weekend Mass announcements.
• Order office supplies and maintain postage meter and copy machine.
• Understand moral and ethical standards and apply them to the job.
• Maintain confidentiality and discretion in all areas of responsibilities.
• Perform all responsibilities in a friendly, professional, positive, and compassionate manner.
• Perform other duties, as assigned
  
  

Experience/Education/Qualifications/Requirements

• High school Diploma and at least two years of related office experience
• Bilingual Spanish/English
• Strong computer skills and knowledge of Microsoft Office (Word, and Excel), Google and Adobe Acrobat.
• Knowledge of Parish Soft.
• Must be flexible and able to work well with fellow employees in a small office setting.
• Ability to work in a team environment as well as independently, keeping tasks and projects running.
• Excellent communication skills (written and verbal)
• Strong attention to detail with excellent organizational skills
• Solid problem solving and time management skills
• Able to multitask efficiently and effectively
• Highly organized with sharp attention to detail
• A strong work ethic and desire to exceed parishioner expectations
• Practicing Catholic in good standing with the Church preferred