Parish Administrative Assistant

Parish Administrative Assistant

POSITION TYPE: Full Time Hourly with benefits

Monday through Friday: 9:00 am 4:30 pm with an hour for lunch (12-1:00)

REPORTS TO: Pastor or designated representative

PRIMARY ROLE: Greets and welcomes all visitors to the parish office. Directs incoming calls to the appropriate person/department. Assists and supports the delivery of services and programs by providing a variety of clerical tasks and secretarial assistance to the Parish Team staff.

MAJOR RESPONSIBILITIES:

• Greets all visitors warmly fostering a sense of community where all feel welcome.
• Answers phone calls, responds to email and voice messages promptly.
• Offers assistance to those who seek to become active and participating members of St. Clare Parish by coordinating with the Hospitality Ministry to complete new registrations and ensure follow-up contact is done in a timely fashion.
• Ensures calendars and schedules are updated and posted weekly to parish bulletin. Edits and proofs copy of bulletin content prior to submission.
• Provides support as needed to Media Coordinator in publication of the parish bulletin.
• Assists the Parish Team in fostering a sense of community within the parish where all members feel a sense of belonging to each other, the parish, and the larger church.
• Assists with special projects and fundraisers as needed.
• Assists Business Manager in maintaining, organizing, and ordering office supplies, scheduling equipment maintenance, and maintain order in the copy room and supply closets.
• Assists Pastor and Deacon with routine tasks and correspondence.
• Mails bulletins to homebound parishioners weekly.
• Keeps parish directory updated and prepares files for the annual publication.
• Assists in the preparation and delivery of bulk mailings with third party contractor.
• Processes all parish registrations and baptismal registrations.
• Manages and maintains parish database, generates reports as requested.
• Maintains permanent sacramental records and issues certification upon request.
• Prepares yearly Mass Book by scheduling Masses, issuing Mass cards and recording stipends for deposits monthly.
• Works with Parish Team and ministries to facilitate parish events, activities, and celebrations.
• Maintains parish event calendar.
• Collaborates with Ministry heads, particularly Baptismal, Marriage, and Funeral coordinators to schedule events and assist in the preparation of materials for these liturgies.
• Collaborates with parishioners and ministries on parish projects.
• Assists the St. Vincent DePaul Committee, distributes food as needed.
• Prepare weekly church deposits.
• Any additional responsibilities deemed appropriate by the Pastor.

QUALIFICATIONS:

• Faithful practicing Catholic.
• Knowledge and understanding of the Catholic Church.
• Demonstrates ability to represent the parish to those who call, write, or visit.
• Strong organizational and record keeping skills.
• Excellent interpersonal communication skills with good telephone etiquette.
• Ability to present oneself professionally.
• Proficient use of internet with working knowledge and understanding of Parish Soft, MS Office especially Word, Publisher, and Excel.
• Demonstrates ability to set priorities, organize work effectively and efficiently, and ability to adapt to changes in routine or schedule.
• Demonstrates ability to honor and maintain confidentiality.
• High School Graduate.