High energy person with excellent interpersonal skills needed to fill position of parish administrative assistant. Primary responsibilities for this position are to provide administrative support to the parish staff and parish councils, maintain sacramental and parish records, database maintenance, and receptionist duties in a religious environment. This is a 38.5 hour per week position and includes benefits. Please forward your resume with letter of interest to: Suzanne Beauvais at sbeauvais@sacredheartsparish.com
Reception:

• To greet and assist with care, understanding, and support all who call, email, or visit the Pastoral Center. To direct inquiries to the proper personnel for assistance, support, and/or resolution
• To prepare Mass Cards as requested
• To collect donations for Mass Cards, record on an “envelope” and give same to the Finance Manager
• To book Mass Intentions and Sanctuary lamps, note in Mass Book, record donation given, complete an envelope noting the Mass Intention or Sanctuary Lamp name, donation amount, and type of donation, i.e. cash or check including the check number
• To receive, sort, and distribute mail and other deliveries, including the daily monitoring of the front door lockbox/mailbox
• On occasion, to receive donations for the food pantry. To contact the food pantry to pickup the donations from the Pastoral Center
• To check phone messages daily
• To update the parish telephone greeting as directed
• To receive requests for anointings, determine if they are imminent, obtain contact information, call or text priest to arrange for anointing and/or Communion request

Parish Bulletin:

• To prepare the weekly parish bulletin using articles and information prepared by other staff members and leaders of parish organizations as approved by the Pastor.
• Business Manager to provide offertory data
• Pastoral Associate to provide liturgical information and information on parish events whether promoting upcoming events or reporting on events that have been held
• Include “Points to Ponder” taken each week from the Living
• Liturgy book “Prompts for Faith-sharing” sections to be reviewed by the Pastoral Associate.
• Include and create a cover selected by and approved by the Pastoral Associate and the Pastor.
• Include a weekly column prepared by Faith Formation
• Include a weekly column prepared by Sacred Hearts School
• Saint Vincent de Paul representative to provide the amount of the weekly “Collection Box” a/k/a “the Poor Box”
• Saint Vincent de Paul representative to provide articles such as stories of families and individuals they have helped or about upcoming or completed events, etc.
• “Did You Know?” articles provided by Jeanne Dignan
• Other parish organizations to provide articles to be approved by the Pastor such as the God Squad, the Catholic Daughters of the Americas, the Knights of Columbus, BSA Scouts (Eagle Courts of Honor and/or service projects that benefit the parish)
• Add information gathered from the Mass Book for Mass Intentions, Sanctuary Lamps, and names from funeral Masses, gravesides and services to be included in the “Rest in Peace” section.
• Note upcoming and current week’s second or special collection
• On occasion to print and add inserts to the weekly bulletin as directed
• To act as the liaison with the bulletin printer, Lpi
  • To work with staff to ensure that the bulletin is submitted by the printer’s deadline.
  • To submit the final bulletin to the printer
  • To work with the printer to ensure that the bulletins are received by the parish in time for the weekend
  • To inform the staff and contributing organizations of early bulletin submission dates outlined in the printer’s calendar
• To distribute the bulletin
  • To the churches
  • To parish staff
  • To Faith Formation and schools during the school year
  • To the Pastoral Center
  • Mail to “Shut-ins”

Facilities Coordination:

• To schedule the use of parish and school facilities for meetings and events upon approval of the Pastor
• To distribute facilities keys as approved for specific events, to make sure that they are signed out and signed in
• To have outside individuals using our facilities sign and agree to our “Facilities Use Policy.”
• To work with appropriate contacts to schedule, cancel, or reschedule facility use as necessary
• To inform the Facilities Manager of any issues or problems with the facilities

Parish registration/database:

• To welcome all who wish to become parishioners of the parish.
• To mail registrations forms or to direct interested parties to the parish website whichever is the choice of the future parishioner.
• To enter new registration forms whether received online or on paper into Parishsoft, the parish data files
• To update Parishsoft as needed due to parishioner requests, returned mail or other sources such as funerals, etc.
• To send welcome letters to new parishioners
• To assign envelope numbers if requested.
• To order paper envelopes through the Cathedral Corporation if requested
• To update Cathedral Corporation data files as needed

Baptisms:
Pre-baptism

• To respond to inquires regarding Baptisms, sharing options for Baptism dates and for Baptism instruction classes as well as other general information.
• To refer more complex Baptism circumstances or questions to the Pastoral Associate.
• To gather information requested on the pink “Information for Baptism” sheet.
• To add the information to the Baptism Excel sheet.
• To prepare and mail Baptism information packages
• To prepare Baptism “Review Sheets”
• To book dates for Baptisms in the Mass Book and the Facilities Schedule
• To register families for the Baptism Instruction Class and provide the Pastoral Associate with a list of the registered families including the names of families who may also “need” to attend the week of each class

Week of Baptism

• Call family to confirm attendance at Baptism
• Prepare Baptism certificate and envelope
• Give Baptism certificates, envelopes, and review sheets to the celebrant

Post-Baptism

• Secure “signed” review sheets from the celebrant and staple to the pink information sheet along with any other paperwork
• Receive any Baptism donations from the celebrant
• Note the donation on the pink information sheet
• Note that the donation was paid in the Mass Book
• Note the donation amount on the Baptism offering envelope along with the date and time of the Baptism and the child’s name
• Note that a notation has been made in the Mass Book and on the pink information sheet
• Give the donation and the notated envelope to the Finance Manager
• Legibly record the Baptism in the Baptism Register
• Enter the family and sacrament information into Parishsoft

Funerals:
Pre-funeral

• Take phone calls from funeral directors or individuals
• Collect all necessary information available at that time
• Determine a date and time for the funeral services requested by the funeral director, THEN
• contact the Pastor by phone to see if he is available or not. After the Pastor indicates if he is available or not and/or if he offers an alternative date and/or time contact the funeral director to determine the final choice.
• Gather any missing/remaining necessary information
• Note funeral service in the Mass Book
• If there is a Mass at church, enter the Funeral Mass into the facilities schedule
• Contact the music director, Scott Ness, to see if he is available or not for any Funeral Masses requested – if not obtain the names of the organist and cantor that he hires
• Arrange for a volunteer altar server
• Arrange for a volunteer greeter
• Contact Facilities Director, Alex, to let him know that there will be a Funeral Mass (only), date, day and time
• Contact the landscaping company, to let them know that there will be a Funeral Mass (only) on Fridays in the summer (to avert lawn mowing, etc. during the Mass) and if there is an impending snow fall during the colder season (to ensure that the sidewalks and parking lot are as clear as possible for the Funeral Mass)
• Provide funeral home directors with copies of the parish funeral planning guide booklets as needed
• To update the parish funeral planning guide booklet as needed and as directed
• To order more planning guide booklets from the printer as needed and as directed
• When a Funeral Mass or memorial service is requested by an individual provide them with a copy of the funeral planning guide booklet to be picked up in person or to be emailed to them

Post-funeral

• Receive fees for Funeral Masses (only)
• Note paid, amount, and check number in Mass Book
• Note amount, check number etc. on “Notification of Funeral” sheet
• Give the donation and the envelope noting funeral date, time and who it was for as well as the amount and the check number to the Finance Manager
• Legibly record the funeral services in the Death Register with all of the necessary information from the funeral service, Mass or graveside
• Update or add to Parishsoft data records
• Update Cathedral Corporation regarding offertory envelopes if applicable
• Update “Shut-ins” mailing list if applicable
• Schedule Month’s Mind Mass and send the family a Month’s Mind Mass card

Marriages/weddings:
Pre-wedding

• Direct all inquires about booking weddings to the Pastor
• Add Pastor approved weddings to the
• Mass Book
• Facilities schedule
• Excel wedding spreadsheet
• For Pastor approve weddings
• Notify the music director, Scott Ness
• Notify the wedding coordinator, Dottie Forrestall
• Upon request, provide the couple with the parish “Marriage
• Guidelines” pages and if directed the Together for Life book
• Book the wedding rehearsal in the Mass Book, the facilities schedule, and note it on the wedding Excel sheet as directed by the wedding coordinator and/or priest
• Receive payment of the wedding fees prior to the wedding
• Note paid in the Mass Book – amount and check number
• Note paid in the Excel wedding sheet
• Notify Pastor and the wedding coordinator that payment has been received
• Prepare an envelope noting the wedding day, date, time and the names of the couples then give to the Finance Manger along with the fees paid
• Prepare a “Purchase Request” form for the Finance Manager so they can prepare a check to pay the wedding coordinator and watch for the organist/cantor to submit information for payroll

Post-wedding

• Legibly record the wedding in the Marriage Register
• Update or add to Parishsoft
• Send wedding notifications to the church(es) of Baptism
• File returned wedding notification letters in the wedding envelope
• File the wedding envelope in the archives

Records:

• Upon request, complete certificates for past sacraments, i.e. Baptisms, First Communions, Confirmations, Marriages, have them signed by the Pastor, seal, and distribute as directed.
• Legibly update sacramental registers with new information, i.e. add sacramental information to the Baptism register for First Communions, Confirmation, marriages, annulments, and ordinations, etc.

General Intercessions/Prayers of the Faithful:

• Download the quarterly Prayers of the Faithful from Faith Catholic to the P: drive for the Pastoral Associate
• Print the quarterly Prayers of the Faithful in full (for each day) then print just the Tuesday and Thursday prayers for St. Patrick Church’s 9:00 a.m. daily Masses. Once printed, punch each with a three-hole punch and add to two different three ring binders (one for the Immaculate Heart of Mary Chapel {daily}and a second for St. Patrick Church {Tuesdays and
• Thursdays only}) separated each month and/or open/close section with a labeled divider. Then deliver both binders to the Pastor.

Administrative Assistance:

• To assist and support the Pastor in fulfilling the mission of the parish
• To assist the Pastor as needed. To prepare correspondence whether written, emailed, or verbal
• Create signs and notices as directed
• Order office supplies as requested and/or as needed or directed
• Assist with mailings as directed
• To scan and save documents as requested
• To prepare and distribute “Presider Schedule” as directed by the Pastor
• To prepare and distribute the “Catholic Clergy Hospital-Hospice
• Coverage Schedule” as directed by the Pastor
• Update the Parish bulletin board
• Hang flyers as directed in the Pastoral Center entryway
• Keep copier supplied with paper and toner. Change toner as needed.
• Attend staff meetings, take note of events at the school and parish, record minutes if requested
• Attend Finance Council meetings, take notes, type minutes and deliver them to the Finance Manager for review
• To inform and assist as needed with CORIs and Protecting God’s Children
• To prepare and keep the Mass Book as directed by the Pastor
• To assist with the Catholic Appeal and the Grand Annual collection as needed including assisting with the preparation and mailing of thank you letters
• To assist as needed with events at the parish such as Vicariate meetings by sending emails, tracking attendance responses, and planning and executing meals for said meetings
• To secure the office, make sure lights are turned off, windows and doors are closed and locked, and set the alarm (if everyone is out of the building) before leaving for the day
• To work in a busy, multitasking environment
• To complete any other administrative functions as requested by the
• Pastor or the Finance/Operations Manager
• To support the mission of the Catholic Church