Secretary/ Bookkeeping Clerk

St. Henry Catholic Parish, located in Pompano Beach, Florida, is hiring for a full-time Secretary/ Bookkeeping Clerk . This position is responsible for providing office operations and clerical support to the Pastor and staff of St. Henry Catholic Parish. Primary duties include customer service, composing correspondence, updating the parish Web site, coordinating and compiling content for the bulletin, sacramental records and other records, answering requests for information, and coordinating calendar events. The tasks of the Bookkeeping Clerk involve collection of receipts, bills, timecards, being mindful of schedules and other tasks, in preparation for Pastor’s approvals and signatures, and submission to bookkeeping services. As a member of the St. Henry Catholic Parish administrative office, this employee assists in other duties of the office as needed and performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami. Schedule: Monday- Friday from 8:00 AM to 4:30 PM. Responsibilities include: Provide exemplary customer service to visitors, parishioners, school parents, employees and others who contact the parish by phone, in person, and by e-mail; assess their needs and direct them to the appropriate parties. Develop a sense of hospitality and professionalism with an open-door mannerism to facilitate the renewal of parish structures and methods. Provide callers with answers to basic questions on operations, office locations and schedules, or document their concerns for escalation to the appropriate party. Operate switchboard to relay incoming, outgoing, and interoffice calls. Grant access to visitors through locked entry door and ensure that they come to the front desk to state the intention of their visit. Exercise good judgment in granting access and ask anyone who manifests a threat to leave. Contact supervisor or police as needed. Respond to phone calls as needed and assist volunteers who escalate issues or need information. Compose letters and prepare official documents for pastor. Perform clerical duties such as data input; preparing mailings; accepting and distributing packages. Update the parish census by transferring and entering information into the database. Maintain church registration system. Update the database from information on registration cards, and in the parish management software system (ParishSoft). Send welcome letters to new parishioners. Maintain online and hard-copy calendar of the pastor, parish and events, workshops, classes, sacraments and other important events. Maintain contact information for re-direction to parties outside of the parish (i.e., Catholic Charities for people seeking immediate direct services, etc.) Record and process Mass intentions. Create and distribute flyers and other promotional materials for parish. Post news articles, pictures and video to Web site, after checking that editorial content meets final-copy expectations. Correct errors in spelling and grammar prior to posting, escalating more complex content queries to pastor. Learn basic terminology and titles of personnel in the Roman Catholic Church, especially in relation to hierarchical structure, in order to effectively relay messages and policies. Learn norms and practices of local and universal Church. Learn and remain updated in knowledge of parish activities and groups. Learn process of sacramental recordkeeping and organize, update and maintain records with accuracy. Prepare weekly Prayers of the Faithful / announcements for the weekend Masses and other Solemnity days. Prepare the Tamper-Proof Bags for the weekly collection. Maintain the inventory of bags and order as needed. Maintain calendar for Pastor (electronic). Take messages and keep him informed of all upcoming events / meetings. Assist callers by making appointments or offering needed information. Facilitate employee time-and-attendance software system. Review and approve electronic timecards of employees; monitor time-and-attendance files. Provide needed information for the processing of payroll. Learn and remain up-to-date on ADOM handbook and ADOM HR policies and procedures to be able to answer questions from other employees in areas of time and attendance. Liaise with ADOM Office of Human Resources. Serve as custodian of the record for employee personnel folders, maintaining strictest confidentiality in accordance with Archdiocesan HR policies and procedures and applicable laws regarding security. Audit and update records as needed. Create and maintain database of donor contributions and enter weekly data. Accounts Payable support: Maintain Accounts Payable filing system. Prepare Priest Stipend schedules each month, corresponding with weekly Mass Schedules. Submit to Bookkeeper for payment. Maintain credit card and petty cash receipts folders. Prepare Priest Stipend schedules each month, corresponding with weekly Mass Schedules. Submit to Bookkeeper for payment. Maintain credit card and petty cash receipts folders. Accounts Receivable support: Post offertory deposits in ACS People Suite. Work in a collaborative effort with the Pastor and pastoral agents in the new evangelization. Participate in vision and mission of the Church and demonstrate attitude of commitment to parish pastoral priorities. Help coordinate agenda and structure of, and attend, some parish meetings, such as pastoral council and finance council. Help the Pastor coordinate parish volunteers. Demonstrate Christian conduct in this role, including modest style of dress, character, positive interpersonal actions, etc. Assist with St. Henry chur office tasks as assigned with strict confidentiality and discretion, demonstrating excellent internal and external customer service. Learn and remain current on office productivity applications (MS Office Suite, scanning, cloud storage and filing, etc.) and technology to enhance operational efficiency. Other duties as assigned. Qualifications: High School diploma or GED and five years’ administrative experience in a customer-service environment required. Some switchboard experience preferred. Post-secondary College or business-school education and two years’ experience in a customer-service environment, preferred. Ability to learn and easily navigate the archdiocesan Web site. Type at least 50 wpm with 90% accuracy. Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone. Must have good interpersonal skills and present positive demeanor. Able to multi-task and retain accuracy in an environment of fielding simultaneous callers and visitors. Good computer literacy, including ability to navigate search engines effectively to locate information for callers. Proficiency in Outlook or similar for calendar, contacts and email. Proficiency in MS Word, basic Excel, PowerPoint, and Publisher. Proficiency in Adobe, Windows or MacOS, SMS/texting, and QR code user. Excellent oral and written English-language communication skills, including clear speaking voice. Good Spanish-language oral and written communication skills communication skills a plus (not mandatory). Knowledge of basic tenets of Catholic Church, hierarchical structure and entities; experience in a Roman Catholic environment strongly preferred. Must be supportive of the mission and tenets of the Roman Catholic Church. Subject line should read: Secretary/ Bookkeeping Clerk- St. Henry Catholic Church. #J-18808-Ljbffr Miamiarch