Office Administrative Assistant

Job Description

Job Description

Position Summary

The Administrative Assistant supports the day-to-day operations of the parish office and serves as a welcoming, professional point of contact for parishioners, visitors, clergy, ministry leaders, and vendors. Working closely with the Parish Priest and Parish Council, this position coordinates communications, maintains parish records, assists with routine financial administration, and helps keep church programs, services, and events organized. The ideal candidate is dependable, detail-oriented, discreet, and comfortable managing varied priorities in a faith-based environment.

Key Responsibilities

• Manage incoming telephone calls, voicemail, email, mail, and office correspondence; promptly forward messages intended for the Parish Priest and route other requests appropriately.
• Draft, edit, proofread, print, and distribute weekly bulletins, The Dove newsletter, flyers, meeting materials and special mailings in coordination with the Parish Priest.
• Maintain parish calendars, contact lists, stewardship records, sacramental documents, memorial information, and other church files.
• Support the Parish Priest, Parish Council, and ministry leaders by preparing agendas, meeting packets, documents, copies, and communications.
• Process weekly deposits, record contributions and online giving activity, pay approved bills, and maintain accurate records in QuickBooks, PDS and related worksheets.
• Coordinate hall-rental documentation, calendar scheduling, and deposit tracking.
• Request information and prepare Baptismal and Chrismation certificates, Metropolis marriage affidavits, and related sacramental documents under the direction of the Parish Priest.
• File completed marriage documents with the appropriate government office and the Metropolis, maintain church copies, and provide authorized documents from parish files upon request.
• Oversee youth safety screening and required training, including confidential recordkeeping, compliance tracking, and follow-up.
• Prepare and send scheduled parish-wide emails on Monday, Wednesday, and Friday, along with additional mass communications as needs arise.
• Maintain office, liturgical, and facility supplies and coordinate with vendors as needed.
• Support stewardship campaigns, General Assemblies, holiday services, GreekFest, and other parish events through mailings, sponsor invoicing, schedules, and administrative assistance.
• Perform other administrative duties that arise in support of parish operations.

Qualifications

• Prior administrative, office-support, or bookkeeping and accounting experience preferred.
• Proficiency with Microsoft Word, Excel and Outlook; experience with QuickBooks required, and experience with church-management or donor-management software is a plus.
• Strong written and verbal communication skills, including proofreading and professional correspondence.
• Excellent organization, attention to detail, time management, and follow-through.
• Ability to work independently, manage recurring deadlines, and adjust to changing parish needs.
• Sound judgment and the ability to protect confidential financial, family, and parishioner information.
• A collaborative, service-oriented approach and respect for the worship, traditions, and mission of the Greek Orthodox Church.

Work Expectations

• Hybrid– 2 days in parish office.
• Regular weekday availability, with occasional schedule flexibility around major feast days, special services, parish meetings and events.
• Ability to use standard office equipment and occasionally prepare, lift or carry boxes of printed materials and supplies.