Parish Secretary, St. Ann Parish

DIOCESE OF ALLENTOWN

St. Ann Parish, Emmaus, PA

Position Description

Job Title: Parish Secretary and Assistant to Pastor

FLSA : Non-Exempt

Job Status: Full Time

Reporting Functions : Reports to Pastor, no reports

Job Function:  Seeking a person who views this position not simply as office work, but as a ministry of hospitality and service. The Parish Secretary serves as the first point of contact for parishioners, visitors, and those seeking assistance from the Church. The ideal candidate will be welcoming, organized, technologically proficient, and eager to learn. This person will work closely with the Pastor as an administrative assistant, helping to coordinate schedules, maintain accurate records, improve office systems, and foster a professional, efficient, and inviting parish environment. Looking for someone who enjoys bringing order to complex situations, embraces new technology, takes initiative, and is committed to helping the parish office become a place of hospitality, excellence, and service.

*** NOTE: Applicants must submit a cover letter and resume to be considered for this position.

Duties and Responsibilities:

• General secretarial duties including, but not limited to, answering phone calls and e-mails, filing, photocopying, sorting mail, typing letters, shredding, faxing, and greeting and assisting all visitors to the rectory.

• Maintain the rectory appointment book. Track all appointments for the Pastor, diocesan appointments, meetings with parishioners, wedding, and baptismal meetings, etc.

• Separate all incoming mail and distribute it; accordingly, prepare all outgoing mail.

• Supply pertinent data and create content for the parish bulletin and various social media platforms in collaboration with the parish Communications Team. Insert any necessary flyers for upcoming events.

• Maintain sacramental books for the parish. This includes Marriage, the First Holy Eucharist, Confirmation, and Death information. Assist in the preparation of all certificates used by the parish including proof of marriage, confirmations, baptisms, etc.

• Register new parishioners gathering the information for our parish database. This should include contact information, family members, sacramental records.

• Maintain Mass Intention requests. Schedule intentions for each calendar year and send out confirmation letters to parishioners. Mark records appropriately.

• Register and Schedule all Baptisms with Families and Deacon/Priest. Collect all pertinent paperwork such as registration form, eligibility certificates for godparents. Register families for baptismal preparation classes. Record baptism in the sacramental register.

• Order flowers for Christmas, Easter, and other liturgical celebrations.

• Coordinate all funerals at the Church; work in conjunction with priests, funeral homes and grief ministry team; assist funeral homes with arrangements of graveside services and any memorials at funeral homes; ensure availability of priest. Coordinate burials and purchase of graves, at times, show location of graves to families and maintain cemetery database

• Maintain an updated listing of the homebound for visitation. Include names, contact information, and resident information. Call to schedule communion call for priests.

• Collect and report to the diocesan Office of Development required census information; assist with the Bishop's Annual Appeal at the parish level; assist with the preparation of the annual diocesan Spiritual report for the parish.

• Coordinate mailings for the Christmas and Easter schedule. And also, the annual Fuel Collection mailing. Create an annual Christmas Appreciation List for those who have assisted the parish throughout the year.

• Communicate with Business Manager in regards to inventory of all supplies used by the parish rectory. This includes office supplies as well as cleaning products and household supplies.

• Any other duties assigned by the Pastor.

Additional Conditions for Employment

Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals, including maintaining a lifestyle that conforms with the teachings of the Catholic Church.

Educational Requirements:

• High School Diploma, Degree, or advanced education in a related field desired but not necessary.

• At least 3-5 years experience as a church Secretary.

Skills, Knowledge and/or Abilities:

• Exhibit professional behavior while responding to telephone calls & interacting in person.

• The ability to work confidentially, independently and multi-task and demonstrate competence in all areas of responsibility.

• Excellent organizational skills.

• Proficiency in the use of all general business and office equipment.

• Proficiency in MS Word, Excel, Publisher, and Google Calendar, Google Docs, etc.

• The ability to maintain good working relationships with co-workers and Pastor.

Physical Demands: The employee is regularly required to stand, walk, sit, talk, and hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, lift and/or move up to 30 pounds. Vocal communication is required for expressing or exchanging ideas using the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities. Requires the use of office equipment including telephone, personal computer, keyboard, copier, and fax machines. Must have some website and social media skills.

Working Conditions: Church office environment. This is a year-round, full-time position; hours are Monday through Friday, 9am - 4pm with ½ hour paid lunch. May need to stay after normal hours occasionally to attend a meeting or assist during special occasions.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

Interested applicants must submit a cover letter and resume to be considered for this position. Please send your completed application to:

Joanne Jasinski, Bookkeeper

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EOE M/F/D/V