Secretary

Job Type


Full-time

Description

Job Summary :


The primary purpose of the Secretary is to facilitate communications, provide skilled secretarial services for parish staff, parish ministries and parishioners, answer phone calls and assists the caller in a professional manner, welcome and assist visitors to St. Luke Parish. This position will also ensure that all aspects of responsibilities are carried out in a manner that effectively serves the needs of St. Luke Catholic Church and will also reflect the teachings of the Catholic Church.

Ministerial Character


The Pastor is the visible principle and foundation of unity in the parish of St. Luke Catholic Church which the Bishop has entrusted to him. He makes Christ's mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at St. Luke Catholic Church help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Essential Job Duties:


• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St. Luke Catholic Church in both your professional and personal life.

• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.

• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

• Welcome and assists parishioners/visitors, answers incoming phone calls, offers general information to all, assists with mass intentions and Clerical Endowment Cards.

• Ability to direct parishioners/visitors to appropriate person on staff.

• Opens, sorts and distributes incoming mail, organizes and assist with mailings.

• Answers email and route appropriately.

• Works with and updates all sacramental records including funerals, weddings & baptisms; send sacramental information to churches as required, prepares sacramental certificates as needed.

• Assists in the maintenance of parishioner records

• Inputs Date entry into church database.

• Keeps registration forms updated and sends out registration forms for new parishioners.

• As information comes into the office the secretary, when necessary, should contact the proper leadership when made aware of special ministry needs.


Secretary will also assist the Bookkeeper in various accounting and reporting functions:

• Log invoices and vendor statements into QuickBooks daily.

• Review invoices/statements to ensure all information is obtained before routing to Business Administrator/Pastor for approval.

• Match Purchase Orders to invoices/receipts for all departments and gather additional information when necessary to properly process paperwork.

• Gather timecards and route for supervisor approval.

• Log all cash receipts on a daily basis and prepare weekly deposit.

• Deposit weekly offertory checks to Extraco via check scanning.

• Gather and verify staff members' credit card reports for accuracy weekly.

• Assist with filing accounting records.

• Other duties as assigned.

Knowledge, Skills and Abilities


• Knowledge of the structure and basic teachings of the Roman Catholic Church.

One who enjoys working with people.

• Excellent communication ability required to interact in person or by telephone with a broad range of individuals.

• Adheres to the confidentiality of church records and all types of communication.

• Willingness to seek new information, training and resources as needed.

• Performs job responsibilities in a fast-paced environment while multi-tasking.

• Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.

• Ability to operate various word-processing software, spreadsheets, and database programs.

• Ability to proficiently communicate.

• Ability to organize, prioritize, and utilize effective time management techniques.

• Ability to carry out multiple tasks and meet deadlines.

• Ability to follow instructions furnished in verbal or written format.

• Knowledge of Computer Skills (Microsoft Word, Outlook, Excel, Publisher, Quickbooks).

• Detail Oriented.

Minimum Qualifications:

Education and Trainings:


• High School Diploma or GED acceptable to Texas Education Agency.

Experience:


• Two (2) years of related full time wage earning experience.

Language:


• English (proficient in conversing, reading, and writing)

• Spanish (proficient in conversing, reading, and writing). Preferred but not required.

Catholic Requirement:


• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:


• Valid Texas driver's license.

• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

Working Conditions:


• All employees of the Parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church.


• The Parish is an at-will employer.

• All buildings and vehicles owned by the Parish are tobacco free.

• Working in a fast-paced environment with priorities and plans that may change rapidly.

• Working on weekends, evenings, and some holidays may be required.

• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations.


• Will be required to adhere to established dress codes and conduct standards.

• May be required to use personal or parish vehicle to drive to off-site locations.

• Travelling within and outside the parish to meetings and other events may be required, and travel may require overnight lodging.