Catholic Ministry Administrative Assistant

Catholic Ministry Administrative Assistant

"To abide together with Jesus and invite others into His family."

Reports To: Director of Administration and Communications
Employment Status: Full-Time Hourly

Salary : $19.35 per hour
Schedule: Monday-Friday 9:00am-5:00pm
Location: Our Lady of the Falls Central Office, 810 Pearl Street, Chippewa Falls

Position Summary

The Ministry Administrative Assistant provides organized, welcoming, and confidential administrative support to the parish's ministries, staff, volunteers, and parishioners. This position helps ensure the effective day-to-day operation of parish ministry activities while supporting the mission and Catholic identity of the parish.

The ideal candidate is organized, dependable, service-oriented, and comfortable working with people of all ages. A commitment to the teachings and mission of the Catholic Church and a desire to serve the parish community are essential.

Ministry Administrative Support

• Communicates regularly with the Director of Administration and Communications
• regarding current families in process
• Schedule appointments, classes, and mentor couples
• Complete necessary Baptism registration and Godparent forms with parents
• Collect Baptism stipend from parents
• Be sure family is registered with one of the parishes; enter info into ParishSoft
• Notify Executive Administrative Assistant of completed Baptism with registration and Godparent forms in order to complete the Sacramental Record
• Prep necessary folders for Baptism; digital document to send to couples
• Complete Baptismal Certificates to be given to parents on day of Baptism
• Coordinates with the Executive Administrative Assistant scheduling the date of Baptism
• Send notification of baptism to the church where the family is registered if not registered at one of the OLF parishes
• In person/phone intake meeting with couple with explanation of marriage prep process
• Arrange a plan and schedule for the couple to follow
• Schedule House on the Rock dates
• Assist couples with Sacramental record requests
• Coordinate with the Executive Administrative Assistant wedding/rehearsal times and the priest who will be the celebrant
• Assist with filling out MA/Dispensation/Convalidation forms; leave questions to be asked by Priest for him to do with the couple
• Send notification of wedding to the church of baptism if the bride or groom was not baptized at one of the OLF parishes.
• Faith Formation administrative duties:
• Alongside Faith Formation Coordinator create annual schedule to include normal student schedule, sacramental dates/times, sacramental retreat and rehearsal dates/times, and Advent/Lent Confession times
• Ensure the scheduling of Catechist training dates/times is completed with the Faith Formation Coordinator and is communicated to the Catechists with advanced notice
• Supports Annual Protect & Heal Training records and tracking for Catechists/students - sends completed forms to Parish Communications Office Manager
• Collect Baptismal Certificates for Confirmation program
• Faith Formation inventory and supply ordering
• Assist with room bookings and communication requests routed through the Parish Communications Office Manager.
• Provide a spreadsheet of names and needed information for the Sacraments to be recorded in the Sacramental record books and ParishSoft – give to the EAA.
• Alongside the Youth Minister, schedule the Edge and Lifeteen annual calendars and assist with advanced communications to parents and students
• Collect any necessary permission forms
• Duties must be related to Parish Faith Formation, not the larger scope of city-wide event offerings.
• Certificate preparation regarding entrance into the church.
• Perform other duties consistent with the position and assigned by the Pastor or Director of Administration and Communications.

Qualifications

• Practicing Catholic in good standing with the church. Familiarity with Catholic parish life, terminology, and sacraments is required.
• High school diploma required; associate or bachelor's degree in business administration, communications, office administration, or a related field preferred.
• Two or more years of administrative assistant, office management, or related experience preferred.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office or Microsoft 365, email, calendars, databases, and standard office technology.
• Ability to learn and effectively use parish management and church administrative software.
• Professional, courteous, and compassionate interpersonal skills.
• Ability to work independently while collaborating effectively with clergy, staff, volunteers, and parishioners.
• Ability to manage multiple priorities and changing schedules in a busy parish environment.
• Successful completion of all diocesan criminal background checks and mandatory Protect and Heal Training.

Catholic Identity & Mission

• Demonstrates respect for and commitment to the teachings, mission, and ministry of the Catholic Church.
• Supports the spiritual and pastoral mission of the parish.
• Maintains a welcoming, service-oriented presence toward parishioners and visitors.
• Supports parish policies, diocesan requirements, and appropriate standards of confidentiality and professional conduct.
• Practicing Catholic preferred, consistent with the requirements and expectations established by the parish and diocese.

Core Competencies

• Organization: Keeps schedules, records, and projects accurate and up to date.
• Communication: Communicates clearly, respectfully, and professionally.
• Confidentiality: Handles sensitive information with discretion.
• Service: Demonstrates a spirit of generosity, patience, and willingness to help.
• Teamwork: Works effectively with clergy, parish staff, ministry leaders, and volunteers.
• Initiative: Anticipates needs and takes appropriate action without constant supervision.
• Faith & Mission: Supports and advances the Catholic mission and values of the parish.

Physical & Work Requirements

• Ability to work primarily in a parish office environment.
• Ability to sit, stand, walk, use standard office equipment, and occasionally lift or move office materials.
• Occasional evening or weekend hours may be required for parish events, meetings, or special liturgical celebrations.

Equal Opportunity & Ministry Statement

The parish is committed to providing a professional, respectful, and welcoming workplace. Employment is subject to applicable parish and diocesan policies, Catholic Church requirements, and the expectations of the position as a ministry of the parish.