Parish Administrative Assistant - Our Lady of Peace

Position Status: Full-Time Department: Parish Office Reports To: Business Manager Classification: Non-Exempt Location: Our Lady of Peace Catholic Church, Columbus, Ohio Position Summary The Parish Administrative Assistant supports the daily administrative operations and pastoral mission of Our Lady of Peace Catholic Church. As a primary point of contact for parishioners, visitors, clergy, staff, volunteers, vendors, and members of the broader community, this position provides welcoming, professional, compassionate, and confidential assistance consistent with the teachings and values of the Catholic Church. The Parish Administrative Assistant provides administrative and clerical support to the Pastor, Business Manager, parish staff, and ministries; maintains parish information and records; assists with parish communications and scheduling; supports sacramental and liturgical administration; and helps ensure the parish office operates efficiently and serves the community with hospitality and respect. Because this position frequently receives sensitive personal, pastoral, sacramental, and financial information, the Parish Administrative Assistant must demonstrate excellent judgment and maintain strict confidentiality. Essential Duties and Responsibilities Parish Office Administration Serve as a welcoming first point of contact for parishioners, visitors, prospective parishioners, and members of the community. Answer and appropriately direct telephone calls, emails, correspondence, and in-person inquiries. Receive visitors and determine how best to assist them or connect them with the appropriate clergy or staff member. Provide administrative and clerical support to the Pastor, Business Manager, and other parish staff as assigned. Prepare correspondence, letters, forms, reports, mailings, labels, and other parish materials. Receive, sort, and distribute incoming mail and deliveries. Maintain organized electronic and paper filing systems. Order and maintain appropriate office supplies. Assist with copying, scanning, filing, mailing, and document preparation. Coordinate routine parish office activities and help maintain an orderly, professional, and welcoming office environment. Parishioner Records and Database Administration Assist with maintaining accurate parishionerand household records in the parish database. Process new parish registrations and changes to parishioner information. Update addresses, household information, membership status, and other parish records as appropriate. Prepare reports, mailing lists, labels, and other information needed by parish staff and ministries. Protect confidential parishioner information and ensure records are handled appropriately. Sacramental and Liturgical Support Assist clergy and parish staff with administrative preparation for Baptisms, First Communion, Confirmation, Marriage, funerals, and other sacramental or liturgical activities. Maintain sacramental records and registers as assigned and in accordance with parish and diocesan requirements. Prepare sacramental certificates, correspondence, and documentation as authorized. Respond appropriately to requests from individuals or other Catholic parishes for sacramental information. Assist with scheduling Mass intentions and maintaining related records. Provide administrative support for funerals and other pastoral needs, recognizing that individuals and families may be experiencing grief or difficult circumstances. Coordinate information with clergy, staff, parishioners, families, and ministry volunteers as appropriate. Scheduling and Calendar Support Maintain parish calendars and scheduling information as assigned. Assist with scheduling parish meetings, ministry activities, sacramental appointments, and use of parish facilities. Help identify and resolve scheduling conflicts. Communicate approved scheduling information to appropriate staff, ministries, and parishioners. Maintain accurate facility-use information and related documentation as assigned. Communications Assist with preparation and distribution of parish communications. Gather and organize information for parish announcements, bulletin materials, email communications, calendars, and other publications as assigned. Prepare weekly bulletin for printing. Proofread materials for accuracy, grammar, dates, and contact information. Communicate courteously and professionally on behalf of the parish. Coordinate with staff responsible for communications to ensure information is accurate and timely. Financial and Business Office Support Under the direction of the Business Manager: Provide routine administrative assistance related to parish financial and business operations. Receive and appropriately route invoices, statements, forms, and financial correspondence. Maintain appropriate separation and confidentiality when handling financial information. Assist with administrative documentation related to vendors and parish purchases. Follow parish and diocesan internal control procedures applicable to assigned duties. Staff and Ministry Support Provide administrative assistance for parish ministries, committees, programs, and special events when assigned. Prepare meeting materials, sign-in sheets, forms, correspondence, and other administrative materials. Help staff and ministry leaders distribute information and coordinate parish activities. Work cooperatively with parish and school personnel when activities or responsibilities overlap. Support special parish celebrations, Holy Days, seasonal activities, and other events as needed. Confidentiality and Records Management Maintain strict confidentiality regarding parishioners, employees, clergy, volunteers, financial information, sacramental matters, pastoral situations, and other sensitive information. Exercise discretion when handling telephone calls, correspondence, records, and conversations involving confidential matters. Maintain records in an orderly and secure manner. Follow parish and diocesan policies regarding records retention, privacy, technology, and information security. Immediately refer sensitive pastoral, legal, personnel, financial, or safety matters to the appropriate parish leader. Catholic Mission and Faith Integration The Parish Administrative Assistant is expected to support the mission of Our Lady of Peace and contribute positively to the Catholic identity of the parish. The employee will: Carry out responsibilities in a manner consistent with the mission, teachings, and values of the Catholic Church. Treat every person with dignity, compassion, patience, hospitality, and respect. Recognize parish office work as a ministry of service as well as administrative responsibility. Foster a welcoming environment for parishioners, visitors, families, volunteers, and individuals seeking assistance from the Church. Demonstrate sensitivity when interacting with individuals experiencing illness, bereavement, financial hardship, family difficulties, or other challenging circumstances. Respect the pastoral responsibilities of the clergy and appropriately refer spiritual or pastoral matters to them. Support collaboration among parish clergy, staff, school personnel, volunteers, ministries, and parishioners. Maintain conduct that supports the Catholic mission and reputation of the parish. Qualifications Required High school diploma or equivalent. Previous administrative, office, customer service, or related professional experience. Strong organizational and time-management skills. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to interact professionally, courteously, and compassionately with a wide variety of people. Ability to maintain confidentiality and exercise sound judgment. Ability to organize multiple priorities and respond effectively to interruptions. Proficiency with common office technology, including Microsoft Outlook, Word, Excel, and related Microsoft 365 applications. Ability and willingness to learn parish-specific databases and administrative systems. Ability to work both independently and collaboratively as part of the parish staff. Preferred Previous administrative experience in a Catholic parish, school, diocese, nonprofit organization, or comparable environment. Familiarity with Catholic parish life, terminology, sacraments, liturgical seasons, and parish ministries. Experience maintaining databases or membership records. Experience handling confidential or sensitive records. Experience coordinating calendars, facilities, meetings, or events. Knowledge, Skills, and Abilities The successful candidate should demonstrate: Exceptional interpersonal and customer service skills. Professional telephone and email etiquette. Strong proofreading and written communication abilities. Accuracy in recordkeeping and data entry. Ability to prioritize responsibilities in a busy parish environment. Good judgment and discretion. Reliability and punctuality. Initiative and problem-solving skills. Ability to recognize matters requiring escalation to the Pastor, Business Manager, or another staff member. Ability to work respectfully with clergy, employees, volunteers, parishioners, school families, vendors, and visitors. Willingness to adapt to the changing needs of parish ministry. Work Schedule This is a full-time position with a regular work schedule established by the parish. Occasional evening or weekend work may be required for parish events, Holy Days, sacramental celebrations, funerals, or other special activities. Physical Requirements The position generally requires the ability to: Perform prolonged computer and desk work. Communicate effectively by telephone and in person. Move throughout parish office and facility areas as necessary. Operate standard office equipment. Occasionally move office supplies, records, packages, or similar materials. Reasonable accommodations should be considered consistent with applicable requirements. Accountability The Parish Administrative Assistant is accountable for: Providing reliable and professional administrative support. Maintaining accurate parish and sacramental records within assigned responsibilities. Protect confidential and sensitive information. Providing courteous and compassionate service to parishioners and visitors. Completing assigned responsibilities accurately and promptly. Supporting effective communication and collaboration among parish staff and ministries. Conducting their work in a manner consistent with the Catholic mission of Our Lady of Peace. Other Duties This job description identifies the primary responsibilities of the position but is not intended to be an exhaustive list. The Parish Administrative Assistant may perform other duties reasonably related to the position as assigned by the Pastor or Business Manager. #J-18808-Ljbffr Columbus Catholic