Parish Office Assistant

Job Title

Job Summary

Serve as the first point of contact, welcoming parishioners, visitors, and callers with warmth and respect rooted in Catholic hospitality. Support the pastoral mission by ensuring the office environment reflects Christ's love and reflects organizational excellence.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of Santa Barbara 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 Santa Barbara 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.

Core Responsibilities

Reception & Communication

• Greet all visitors and parishioners in person and via telephone or email, providing help, information, and a kind presence.
• Answer multi-line phone system, accurately record messages for staff and clergy, and forward inquiries appropriately.
• Monitor general parish email; respond to routine questions or refer non-routine matters to Pastor or Administrator.

Administrative & Office Support

• Maintain both electronic and paper filing systems (mail, sacramental records, event documentation).
• Manage incoming/outgoing mail, packages, and bulk parish mailings; oversee supplies and office equipment maintenance.
• Assist in assembling weekly bulletin content, sending to print and preparing for distribution, ensuring timely completion.
• Update parish calendar (including pastor's schedule, liturgies, events, facility bookings), coordinating with staff and ministries.

Sacramental Records & Mass Intentions

• Maintain baptismal, marriage, confirmation, and funeral records; prepare and issue certificates as requested.
• Schedule and coordinate Mass intentions; issue stipends, cards, and maintain intention calendars.

Liturgical & Volunteer Coordination

• Assist in scheduling liturgical ministers—altar servers, lectors, Eucharistic ministers, ushers—for weekend and special liturgies.
• Support coordination of sacramental celebrations (weddings, funerals, baptisms, Quinceañeras), including communication with families, funeral homes, and clergy.

Parish Events & Outreach

• Provide administrative support for parish events, volunteer coordination, and committee activities.
• Assist with social media posting, website updates, and parish communications as needed.

Office Environment & Professional Presence

• Keep reception area, lobby, and common spaces clean, organized, and welcoming.
• Serve as back-up for other office roles during absences, ensuring continuity.
• Open and close office punctually, secure premises, and manage front-desk coverage.

Requirements

Qualifications & Skills

Required:

• Practicing Catholic in good standing, with a respectful and clear support for Church teaching.
• High school diploma or equivalent.
• Strong communication (verbal/written), organization, multi-tasking, and confidentiality skills.
• Proficiency with office software—Microsoft Office/Google Workspace (Word, Excel, Publisher), email, basic website/social media tools—and willingness to learn parish database software.

Preferred:

• Bilingual skills (English/Spanish) to serve diverse communities.
• Prior familiarity with liturgical practices, sacramental record-keeping, and parish ministry logistics.

Personal Attributes:

• Courteous, empathetic, mature demeanor; ability to always maintain professionalism.
• Dependable, detail-oriented, resourceful, discreet; able to work independently and collaboratively as needed.
• Flexibility in handling varying tasks, schedules, and occasionally stressful situations.

Training & Compliance

• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.
• Participate in diocesan/parish training and updates relevant to office systems, liturgy, and privacy policies.

Working Conditions

• Office-based with frequent contact with clergy, staff, parishioners, and volunteers; some physical demands such as sitting, occasional lifting (up to ~40–50 lbs.), walking across campus.
• May require occasional weekend/evening attendance for events or liturgies, and occasional travel for diocesan meetings/training.
• Will be required to adhere to established dress codes and conduct standards.